Support Service For Govt. Dept Users / Buyers on eProcurement Portal.

Contact Us for:

1: User Id Creation, Role Assignment, Enrollment on Eprocurement Site.

2: Dsc mapping, technical support on errors.

3: Tender Publishing , Error solution, Clarification.

4: Tender Evaluation, Shortfall Documents, Techno-Commercial Query Award of Contract.

4: Remote Support For any problem encountered on eProcurement portals of NIC.

Training Services For Govt Dept Users / Buyers on eProcurement Portal.

Contact Us For:

1: Training Services for Tender Creation till Award of Contact.

2: Customize Training for Individual and Team.

3: Complete Procedure and flow For Tender , Auction and Tender Cum Auction On eProcurment.

4: Traning Serives on Bill Of Quantity Preparation (BoQ Templetes) .

4: Flexible Timing and on demand slots.

5: Exclusively for eProcurement portals of Nic.

Selection of Contractors/ Bidders/Consultants By Competitive Process

The selection process for consultants/ Contractors / Bidders generally includes the following steps:

i) Preparation and issuance of the Request for Proposals (RfP);

ii) Pre-proposal meeting;

iii) Receipt of proposals;

iv) Evaluation of technical proposals: consideration of quality;

v) Public opening of financial proposals;

vi) Evaluation of financial proposals;

vii) Selection of the winning proposal;

viii) Negotiations with the selected bidder, if required; and

ix) Award of the contract to the selected firm.

System Requirement:

1: A computer system with at least 1 GB RAM and Internet Connectivity

2: Browser:

IE 10 and above

Firefox 42 to 49

Firefox ESR 52

3: Java Run Time Engine (JRE – 1.8.0) or higher

4: Digital Signing Certificate (dsc)

Minimum 4 digital signatures are required for the tendering process. Each user requires one class 3 DSC with Signing and Encryption key both.

Provide GePNIC On-boarding Form

Intending Organisations may send the GePNIC On-boarding Form available at Annexure II (it can be downloaded from the CPPP portal.) Compiled request for all Regional centres, if any, through their HQ on their Letterhead, mentioning the Tender Floating Units and approx. Tender Volume to be published from each Unit. These details would facilitate NIC in estimating the load on the back-end/ infrastructure and other support system required to support concerned. Ministries/Departments/Organisations under CPP Portal. NIC may submit a proposal indicating the timelines and cost considerations to augment (if required) in providing required eProcurement support to Ministries/Departments/Organisations under CPPP.

Acquire Digital Signature Certificates(DSCs)

To carry out e-Procurement using NIC‟s e-Procurement Module, the authorised users of the User Organisation will be required to obtain valid DSCs. Authorised users will be required to procure DSC (both Signing and Encryption) of Class-III DSCs.

Selection/ Nomination of Nodal Officer

Each User Organisation (Ministry/ Department, attached or subordinated office) is required to nominate one official as nodal officer in eProcurement module who would manage user accounts of concerned user organisation in the eProcurement module. User Organisations should submit filled-in Nodal Officer Account Creation form to NIC / [email protected]. On creation of nodal officer account in eProcurement module under CPPP, Nodal officer should (a) Set Password & (b) Mapping of DSC with the account.

Nodal Officer(s) can be nominated by filling up the Nodal Officer Nomination Form available under Downloads section of Central Public Procurement Portal and sending it to NIC / [email protected]

Setting up of Organizational Hierarchy for mapping on the CPP Portal

Every User Organisation has to ensure that their organisational structure/hierarchy (of tender floating locations only) is properly mapped in e-Procurement Module. A complete organization structure kindly be prepared in excel according to user organisation hierarchy and may mail to NIC/ [email protected] for its creation.

Each User Organisation must provide its organisational structure / hierarchy (of tender floating locations only) for mapping under e-Procurement Module of NIC as per guidelines as mentioned below:

The organisational structure of a User Organisation may be provided (up to max 4 levels) in the following manner: −

LEVEL 0 - Parent Ministry –

LEVEL 1 - Organization (Department/CPSE / Autonomous/Statutory Body)

LEVEL 2 - Functional/ Zonal/ Regional Offices etc.

LEVEL 3 - Division/ District level offices etc.

LEVEL 4 - Sub-Division/Block level offices etc.

User Id Creation process by Nodal officer on eProcurement Portal

Once Nodal officer login is created by the NIC then further department user’s id will be created by Nodal officer itself and there is no limit for the user id, it is nodal officer decision to create login ids an assigned roles and responsibility of user whenever it is required. Minimum four login id should be created for publishing and finalizing any tender in smooth way. Also the nodal offer have rights to move or transfer the login ids within departments whenever is necessary.

Here we explain the process of department’s login ids and Role Assignment.

Nodal officer will login to the portal and click Create Dept. User option.



Then Click On New User Option.

Now Select the Dept. or division under User level tab.

Fill complete details of new user along with new Login id which will be given to the user.

Post filling complete details click on Next.

Select The Roles for the new user.

The Role can be Procurement officer Admin, Procurement officer opener, Procurement officer Publisher, Procurement officer Evaluator.

The nodal office may decide as what role to be given to this user, these all fours roles can be given on one login id or one are two as desired for the user then click on Submit.

The user id is created this same login id can be given to the respective dept. user, further he will reset the password by using Generate Forget link.

Password Generate / Reset.

Visit to the respect eProcurement portal.

Click on Generate forget link given on the home page.


Now fill your login id.



Select New user for the id whose password is being reset for the first time. Else click on Forget Password if you have generated the password earlier and forgotten.

Fill captcha and click on Send Verification code.

Enter your Mobile and phone verification OTP received on both for new user.

The existing user may put only phone or email OTP to reset.



Now enter new password and confirm password make sure the password should comply the password policy given on the same page then click on submit.

Once received this success massage then you can login with your new password.

For any issue related to the password reset you may call on our helpline number for assistance.

Dsc Mapping Process on Eprocurement Portal

Visit to the respective portal (website url)

Enter your login and captcha.

Click on Login button,

Fill your password and Captcha.

Click on Login again.

Now portal shows option to click on Signing Certificate Link.

Portal will show your DSC details on next page.

Select your Signing Certificate name and click OK.

Now Click on Encipherment Certificate link on next page.

Select your Encryption certificate name and click OK.

Now you will see your dashboard.

For any issue related to DSC Mapping, call on our helpline number for assistance.

Tender Creation and Publish Process on eProcurement portal on NiC

How to Create or publish the tender on eProcurement Portals ?

Login with user id who have Tender Creator Role (Procurement officer Admin).

Verify the dsc by entering dsc Pin/Password.

Click on Create tender/ tender list

Click on Create new call for Tender

Fill the details under Basic detail.

Tender reference number: Fill unique value in this section to identify this tender.

Tender Type: Refer to the tender type section given in left menu.

Form of Contract: Refer to the form of contact section given under left menu

Number of Cover: Refer to the Covers menu given in left menu

Tender category: Select Goods / Service / works accordingly to the nature of the tender.

Bid Openers: Select the number of bid opener which are required for opening of this tender

2 off 3 (any 2 bid opener out 3 are required to decrypt the tender at the time of opening)

3 off 3 (All 3 opener out 3 are required to decrypt the tender at the time of opening)

2 off 4 (any 2 opener out 4 are required to decrypt the tender at the time of opening)

Click on next.

Fill required details under Cover details:

The covers are treated as envelopes where bidder are asked to upload bid documents. Dept. may define the required files which are to be uploaded by the bidder for this tender. The cover will depend on the number selected in under Basic details option as number of cover.

If number of cover are selected 2 then two separate envelops will be created by the portal where in first cover dept. have to define the files which are supposed to be uploaded by bidders Related to Fee/pre-Qualification/ Technical.

Dept. should mention name of the documents and type of file (e.g. pdf / .xls etc.) one by one for all documents.

Once a single document details are filled then click on Save and follow the same process for all documents then click on next button.

NIT Document: Notice Inviting Tender

The NIT document is a brief information about the tender it may be of one or two page document containing some key information to the bidder related to the tender. Generally it contains the name of the work, location, payment details, Tender date sheets etc.

Note: NIT is not a Tender document as tender document contains the detailed information about the tender and it will be uploaded in a different section.

Upload your NIT Document in This section and click digital signature link given next to the browse option then enter dsc pin.

Click on Save then click Verify link.

On the next page portal allows you to download the document to check the correctness of the file. If you find correct file is uploaded the click check box and Save.

Click on Next button to proceed to the next part.

Work /item details.

Fill complete details in this section and click on next.

In case of any clarification required about any the option, Call on our helpline section for assistance.

Fee Details

Select the Payment Mode as Online or Offline or Not applicable.

Note: Online payment facility is not enabled on all portals however there are various portals running under GePNIC where online payment gateway is integrated.

If payment option is appearing as offline and Not applicable then chose any of these two and fill the details.

If online and Not applicable option is appearing then select according and fill your Fee and Emd details.

If Online payment option is appearing but you are not able to select the same this means your organization’s bank account is not mapped with the portal where payment will be received. You are advised to contact through your nodal officer to NIC for account mapping request.

Exemptions:

Deptartment (procuring entity) will now decide to allow exemption for the tender or Not. If willing to allow the exemption then click on Yes for exemption against tender Fee or Emd.

In case of payment mode online and payment is being asked through Bank Guarantee or Swift Transfer (BG/ST) then allow exemption for the tender.

Click on next to proceed to next step.

Critical Date:

Fill the dates according to the date you have mentioned in NIT or Tender document and click on Next.

Bid Openers:

A list of bid openers are displayed in this section and you can choose the bid openers whom you are willing to assign opening responsibility for this tender.

Note: The list of bid opener are created by the dept. through default Bid opener option given under Org Hierarchy Master Option.

For more details regarding Bid opener selection, Call on our helpline number.

Click next once bid opener are selected.

Work / Item Documents:

This section is designed for upload all tender documents except NIT which has been already uploaded in NIT section.

Here those documents should be uploaded which are supposed to be downloaded by the bidder to read and understand the details. Like Tender document, Annexure, Drawing, BoQ etc.

BoQ will be uploaded in this same section. To upload BoQ select BoQ under Document type drop down and upload your boq.
(For Help regarding BoQ Preparation, or modifying the default template to fit with your requirement call on our support Number)

Make sure to click on Digital Signature link to sign the documents which are being uploaded.

The documents are uploaded one by one and click on save button. Once all documents are uploaded then click on verify link and double check the files are correctly uploaded then click on check box then click save then Next.

OID – Other Important Document.

The Other Important document (OID) section contains list of some frequently asked documents which may be required by the dept. again and again for most of their tenders. To avoid repetitive mentioning the name of the document and document type in covers, this section contains pre-defineddocuments name which can be selected by the dept. which be forced by the portal to bidders to submit those documents as well apart from document uploaded in covers.

The document asked as OID should be apart from the documents mentioned in covers otherwise portal will force the bidder to upload same documents twice in cover and in OID as well.

Also Bidder are facilitated with option called My document where bidder can keep these all files uploaded in advance and whenever that particular document is requested by the dept. as OID then portal will automatically pick the documents from their My document. Although it is auto picked by the portal (if required documents is already available in Bidder’s My document section) but portal takes permission from the bidder as whether you would like this document to be submitted in this bid. Portal will only proceed once bidder gives the confirmation by clicking on Submit Other Important document button.

Note: It is not mandatory to select any file form this OID list. It just an extra facility for the dept. user if you are not selecting any document yet you can proceed.

Click on next, now portal shows full details of tender which should be checked thoroughly and if found all in order then click on Send To Publish.

Portal shows massage “you have sent the tender for publishing successfully.” This massage can be little confusing for the Dept.as the tender is published but it is only sent to the publisher team successfully and has not been published yet. Make sure to publish the tender by clicking on Publish tender a separate option given on your dashboard just below create tender / tender list.

Note: For any clarification or issue related to tender publishing, May please call on our Support number.

Procurement contract:

“Procurement contract” (including the terms ‘Purchase Order’ or ‘Supply Order’ or ‘Withdrawal Order’ or ‘Work Order’ or ‘Consultancy Contract’ or ‘Contract for Services’ under certain contexts), means a formal legal agreement in writing relating to the subject matter of procurement, entered into between the Procuring Entity and the supplier, service provider or contractor on mutually acceptable terms and conditions and which are in compliance with all the relevant provisions of the laws of the country. The term “contract” will also include “rate contract’ and “framework contract”;

Rate contract:

“Rate contract” ( or the term ‘framework agreement’ in certain contexts) means an agreement between a Central Purchase Organisation or Procuring Entity with one or more bidders, valid for a specified period of time, which sets out terms and conditions under which specific procurements can be made during the term of the agreement and may include an agreement on prices which may be either predetermined or be determined at the stage of actual procurement through competition or a predefined process allowing their revision without further competition;

Lump-sum (Firm Fixed Price):

The Lump-sum (firm fixed price) contract is the preferred form of contract and under normal circumstances; the Procuring Entity shall use this form of contract. Consultant’s proposal is deemed to include all prices – no arithmetical correction or price adjustments are allowed during evaluation. Lump-sum consultancy contracts are easy to administer because there is fixed price for a fixed scope and payments are linked to clearly specified outputs/milestones/ deliverables such as reports, documents, drawings, bills of quantities, software programs and so on. In view of risks mentioned below this type of contracts are widely used for simple planning and feasibility studies, environmental studies, detailed design of standard or common structures, preparation of data processing systems and so forth.

Turnkey Contract:

In the context of procurement of goods, a turnkey contract may include the manufacture, supply, assembly, installation/commissioning of equipment (or a group of plant and machines working in tandem – even though some of the machines may not be manufactured by the supplier himself) and some incidental works or services. Generally, in the tender enquiry documents for a turnkey contract, the purchase organization specifies the performance and output required from the plant proposed to be set up and broadly outlines the various parameters it visualizes for the desired plant. The inputs and other facilities, which the purchase organization will provide to the contractor, are also indicated in the tender enquiry document. The contractor is to design the plant and quote accordingly. The responsibility of the contractor will include supplying the required goods, machinery, equipment etc. needed for the plant; assembling, installing and erecting the same at site as needed; commissioning the plant to meet the required output etc., as specified in the tender enquiry documents.

Percentage rate contract

In this form of contract, the client’s department draws up the schedule of items according to the description of items sanctioned in the estimate with quantities, rates, units and amount shown therein.

Item rate contract

For this contract, contractors are required to quote rates for individual items of work on the basis of schedule of quantities furnished by the client’s department. An item rate contract, or unit price or schedule contract is a type of contract which is undertaken on per piece or item basis. Simply, it is a type of contract where the contractor works and gets paid on ‘per item basis’. The quote rate is based on the quantity manufactured or work done by them.

Piece-Work contract

This is that for which only a rate is agreed upon without reference to the total quantity of work to be done or the quantity of work to be done within a given period.


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Tender Type: This section contains the brief information about the types of tender and its basic Guideline.

Open Tender Enquiry (OTE)

In OTE, an attempt is made to attract the widest possible competition by publishing the NIT simultaneously on the designated websites. This is the default mode of procurement and gives the best value for money but the procedure is relatively complex and prolonged. The systemic cost of this procedure may be high enough to be unviable for smaller value procurements. OTE procedures through e-Procurement or through traditional tendering should be adopted in the following situations:

i) Procurements exceeding the threshold of Rs. 25 lakh (Rupees Twenty Five lakh);

ii) All common use requirements with clear technical specifications;

iii) For requirements that are ordinarily available in the open market but it is necessary to evaluate competitive offers to decide the most suitable and economical option available; and

iv) When requirements are not available from known sources or sources are presently limited and need to be broad based. In such situations, even for procurements below Rs. 25 (Rupees twenty-five) lakh, OTE mode may be used, if warranted. (Rule 161 of GFR 2017)

Limited Tender Enquiry (LTE):

LTE is a restricted competition procurement, where a preselected list of vendors is directly approached for bidding; bids from uninvited bidders are treated as unsolicited and are normally not entertained, except in special circumstances. This mode provides a short and simple procedure, but may not provide as good a VfM as in case of open tendering – still a good balance for procurements below a threshold. LTE procedures should be default mode of procurement when the estimated value of procurement is between Rs. 2.5 lakh to Rs. 25 lakh (Rupees Two and a half lakh to Twenty-Five lakh).

Special Limited Tender Enquiry for Procurements More than Rs. 25 (Rupees twenty-five) Lakh

LTE mode, even for values higher than Rs. 25 lakh (Rupees Twenty-Five lakh) (Rule 162 of GFR 2017), where normally OTE should have been done, is permissible in certain special circumstances as follows. Powers to sanction procurement on LTE basis in such special cases may be laid down in SoPP based on a certificate of urgency signed by the indenter. This mode has the merit of being quicker but VfM obtained may be less than in case of OTE; hence it should be restricted to rare situations:

i) The competent authority in the Ministry/Department certifies that there is an existing or prospective urgency for operational or technical requirements and any additional expenditure involved by not procuring through advertised tender enquiry is justified in view of urgency. The Ministry/Department should also put on record the nature of the urgency and reasons why the procurement could not be anticipated earlier;

ii) There are sufficient reasons, to be recorded in writing by the competent authority, indicating that it will not be in public interest to procure the goods through advertised tender enquiry;

iii) The sources of supply are definitely known and possibility of fresh source(s) beyond those being tapped is remote;

iv) Nature of items to be procured is such that pre-verification of competence of firm is essential, hence requires registration of firms; and v) Government policy designates procurement from specific agencies.

Open Limited Tender:

Open limited tender is combination of Open and limited tender Enquiry where purchaser may invite to some of its existing or known suppliers for the tender and kept open for others as well. If anyone find themselves eligible to supply the services/work mentioned in tender document then may participate in this type of tender irrespective of invitation for the tender.

Closed Limited Tender:

The Closed limited tenders are published in case of highly confidential requirement. Where purchaser don’t want to disclose the tender details to others except the invited bidders. In such type of tenders only invited bidder can have the tender documents and participate in tender. The tender documents are even not accessible to anyone.

Single Tender Enquiry:

Single Tender Enquiry (STE) without a PAC (Proprietary Article Certificate)

A tender invitation to one firm only without a PAC certificate is called a single tender. This mode may be shortest but since it may provide lesser VfM as compared to LTE/OTE and may also strain the transparency principle, it should be resorted to only under following conditions:

i) In a case of existing or prospective emergency relating to operational or technical requirements to be certified by the indenter, the required goods are necessarily to be purchased from a particular source subject to the reason for such decision being recorded and approval of the competent authority obtained. ii) For standardization of machinery or components or spare parts to be compatible to the existing sets of machinery/equipment (on the advice of a competent technical expert and approved by the competent authority), the required goods are to be purchased only from a selected firm.

ii) For standardization of machinery or components or spare parts to be compatible to the existing sets of machinery/equipment (on the advice of a competent technical expert and approved by the competent authority), the required goods are to be purchased only from a selected firm.

Global Tender Enquiry (GTE):

GTE is similar to OTE but, through appropriate advertising and provision for payment in Foreign Currencies through Letter of Credit, it is aimed at inviting the participation of inter-alia foreign firms. The point of balance between VfM and cost/complexity of procedure is further aggravated as compared to OTE. Development of local industry also needs to be kept in mind. Hence, it may be viable only in following situations:

i) Where Goods of required specifications/quality are not available within the country and alternatives available in the country are not suitable for the purpose;

ii) Non-existence of a local branch of the global principal of the manufacturer/vendors/ contractors;

iii) Requirement for compliance to specific international standards in technical specifications; and

iv)Absence of a sufficient number of competent domestic bidders likely to comply with the required technical specifications, and in case of suspected cartel formation among indigenous bidders

EOI (Expression of interest):

A multi-staged process is used in this procurement process. EOI is generally used when information required is very specific and the buyers are unsure if the suppliers are able to deliver these requirements. Potential suppliers are shortlisted and examined before seeking detailed bids from the shortlisted tenderers.

How to prepare boq guidelines document

The Bid of quantity is a standard format prepared by the Dept (Buyer) where rates are filled by the bidders. It could be in pdf, word or excel format however the eProcurement portal only accepts the Predefined Templates’ which are available under Download section of each Portal. Any Other format will not be accepted.

The types of BoQ Available under download section of Eprocurement portals are.

1: Item Wise BoQ.

2: Item Rate BoQ.

3: Percentage BoQ.

4: Item Wise Open for H1.

5: Multi Currency BoQ.

6: Form Based BoQ.

The given templates can be modified according to your Requirement.

Contact us for BoQ Preparation or any problem related to the BoQ Preparation or error while publishing Boq on eprocurement portal.

These only six types of boq templates can be modified to prepare boq for almost every type of requirement. Be it the boq preparation for Construction or boq for manpower supply or boq for any type of goods purchase or service rendering.
These boqs are just a template which can be used for all type of purchase requirement. There is no specific type of boq for every single requirement but it can be modified according to your requirement to make it specific.

It is therefore advised to have clear information regarding the nature of these boq templates otherwise you may face a real problem after publishing the tender and bidders may not be able to submit their bids due to this. It will lead to wastage of your whole time and will also impact your urgent required service or Goods delivery.

If you are new to BoQ and going to publish the tender the first time then it is better advised to have little knowledge about the boq formats and their type difference. We offer boq Creation services on a real-time basis you may contact us for instant help for boq preparation for any kind of requirement or may also take our training service for detailed information about boq preparation.

We are going to understand the basic process of boq template modification or we can say boq modification. Please follow below-given steps the same steps are applicable for all type of boq templates.

Steps in preparing bill of quantities

1: Don't add or delete Rows from 1 to 12 and the last two Rows

2: If you want to add Rows between Row No. 13 and the last two rows, new Rows creation, edit the Item Description accordingly.

3: Sl No, Item Code, Quantity and Units Column Should not be blank, Sl. No. should be unique.

4: Edit columns according to your requirement, if not required hide those Columns.

5: Enter formula on BA and BB column according to your requirement

6: Protect the BOQ sheet and check calculation before uploading on the Portal

Comparative Chart for BoQ.

The comparative chart is generated based on boq Template you have published in the tender. There is one thing that is important to remember that the value which is appearing in BA and BB column will be taken in the Comparative chart.
Hence make sure to keep your calculation accordingly in BA and BB column which you want to appear in the Comparative chart and L1, L2, or H1, H2 will be decided.
Type of Boq Template has its own meaning like item wise template, item Rate template or percentage template. They appear same in format but their uses are different and are selected based on the particular needs.

Technical Opening and Evaluation Process on eProcurement:

Technical Opening

Login with Bid Opener’s id and dsc.

Click on Tender To be Opened option.

Click on View/Open icon given against the tender you are going to open.

Click on Decrypt button highlighted against current bid opener name.

Click on Proceed button and Enter DSC pin.

Click on Ok on Successful decrypted massage.

Now logout and login with second bid opener’s Id and DSC and follow the same process gain.

After getting Successful decrypt massage you will find one folder at the button.

Click on folder icon, you will find the name of bidders who have participated in this tender.

Click on Lock icon one by one for each bidders and download their bid document.

Make sure to follow the same process for all participated bidders.

Once documents are downloaded and bidder are admitted or rejected then click on next.

Now click on Submit button and upload your opening summary.

Post uploading the opening summary document click on submit.

Technical opening stage is completed on this step.

Once documents are downloaded then dept user will do the proper examination and evaluation of the documents offline then upload the details of evaluation in technical evaluation stage.

Technical Evaluation Process:

Login with Tender evaluator id and DSC.

Click on Tender Evaluation option given under Bid evaluation option.

Click on View icon given against the tender you are going to evaluate.

Now select status as accepted or rejected basis on the technical evaluation result.

Type reason for acceptance or rejection in reason section then click on submit.

Now complete this evaluation stage by uploading the summary details on next page.

Also on this page you will find the option to enter the date for Financial Bid opening.

Mention the date and time for financial bid opening and complete this process.

Financial Opening and Evaluation:

Financial Opening process

Post completion of Technical evaluation wait till financial opening date and time to arrive.

Login again with Bid Opener’s id and DSC.

Click on Tenders to Be opened option.

Click on View/open icon given against the tender you are going to open.

Click on Decrypt button appears against current bid opener’s name.

Click on proceed and enter dsc pin.

Click on Ok for Successful decryption massage.

Now login with second bid open’s login id and follow the same process again.

Once all required bid openers have decrypted the bid the click on Folder icon appears at bottom.

Now click on lock icon given again each bid one by one and download financial cover documents.

Select Admit or reject option as per your decision and click on submit.

Once all bidder’s documents are downloaded then click on Generate BoQ button.

A comparative financial chart is generated by the system.

Click on View BoQ chart to see the comparative statement.

Now click on next and upload summary document for financial opening to complete this step.

Financial Evaluation Process.

Once Finanical opening process is completed then login again with evaluator id and dsc.

Click on financial evaluation option given under Bid evaluation section.

Click on View icon given against the tender you are willing to evaluate.

Enter Quoted amount and Bid Rank then select Accept / Reject against each bid.

Now click on submit button and complete the summary process.

Please note that a stage will only be considered completed if summary for that particular stage is uploaded on the portal otherwise tender will be considered under opening in progress stage.

Award of contract (AOC):

The Award of contract is a final stage to conclude the tender.

Login with evaluator id and dsc.

Click on AoC option given under Bid Evaluation section.

Click on view icon given against the tender you are going to Award.

Fill contract value and upload AoC document, it can be the work order or any formal letter mention the AoC details.

Mention the contract date from when the contract is deemed to be incorporated.

Fill the Awarded value against the Bidder whom you are going to award.

Here you may fill the value for more than one bidder is you are willing to award the tender to more than one bidder.

Select the Check given under AoC option only for those bidders whom this tender is being award and leave the box unchecked for those who are not being awarded.

The bidders for whom the check box is not ticked will be auto rejected by the portal.

Click on save button to complete the process.

Now tender is considered as Finalized on portal.

Refund / Settlement of Emd:

Offline payment mode.

For Offline payment mode there is no control of portal as it is received in form of DD/BG/BC etc hence detp /buyer will return the amount manually once bidder is rejected or tender is finalized.

Online Payment Mode:

For online payment mode the portal plays significant role in refund or settlement of the payment.

The portal is configured to initiate auto refund request to the bank once bidder is rejected at any stage. The refund request is sent with 24 hours of bidder rejection or tender finalization.

Dept. user have to just complete the particular stage. I.e. once a bidder is rejected in technical evaluation stage then refund will be initiated with next 24 hours of uploading the summary of technical evaluation state.

There is no other action required from the dept end to refund the amount in case of online payment mode.

For most of the dept the Emd amount of successful bidders gets auto settled to the dept. mapped account once AoC of the tender is uploaded on the portal.

Who is eligible for availing benefits under the Public Procurement Policy?

The MSEs who are registered with District Industries Centres (DICs) / Khadi & village Industries Commission (KVIC) / Khadi & village Industries Board (KVIB) / Coir Board /NSIC / Directorate of Handicraft and Handloom or any other body specified by Ministry of Micro, small & Medium Enterprises (MoMSME) are eligible for availing the benefits under the Public Procurement Policy. With effect from 19.09.2013, MSEs registered under Udyog Aadhaar Memorandum (UAM) are also eligible to avail the benefits under Policy.

What are the other benefits/ facilities available to the MSEs under the Policy ?

To reduce transaction cost of doing business, MSEs will be facilitated by providing them tender sets free of cost, exemption MSEs for payment of earnest money, adopting e-procurement to bring in transparency in tendering process.

Short Fall Documents

During evaluation and comparison of bids, the purchaser may, at his discretion, ask the bidder for clarifications on the bid. The request for clarification shall be given in writing , asking the tenderer to respond by a specified date, and also mentioning thereinthat, if the tenderer does not comply or respond by the date, his tender will be liable to be rejected. Depending on the outcome, such tenders are to be ignored or considered further. No change in prices or substance of the bid shall be sought, offered or permitted. No postbid clarification at the initiative of the bidder shall be entertained. The shortfall information/ documents should be sought only in case of historical documents which pre-existed at the time of the tender opening and which have not undergone change since then. These should be called only on basis of the recommendations of the TC. (Example: if the Permanent Account Number, registration with sales tax/VAT has been asked to be submitted and the tenderer has not provided them, these documents may be asked for with a target date as above). So far as the submission of documents is concerned with regard to qualification criteria, after submission of the tender, only related shortfall documents should be asked for and considered. For example, if the bidder has submitted a supply order without its completion/performance certificate, the certificate can be asked for and considered. However, no new supply order should be asked for so as to qualify the bidder.

Quality and Cost Based Selection (QCBS)

In QCBS selection, minimum qualifying marks (normally 70-80 (Seventy – Eighty) out of maximum 100 (Hundred) marks) as benchmark for quality of the technical proposal will be prescribed and indicated in the RfP along with a scheme for allotting marks for various technical criteria/attributes. During evaluation of technical proposal, quality score is assigned out of the maximum 100 (Hundred) marks, to each of the responsive bids, as per the scheme laid down in the RfP. The consultants/service providers who are qualifying as per the technical evaluation criteria are considered as technically responsive and the rest would be considered technically non-responsive and would be dropped from the list. Financial proposals are then opened for only eligible and responsive offers and other financial offers are returned unopened to bidders. The financial proposals are also given cost-score based on relative ranking of prices, with 100 (Hundred) marks for the lowest and pro-rated lower marks for higher priced offers. The total score shall be obtained by weighting the quality and cost scores and adding them. The weight given to the technical score may not be confused with the minimum qualifying technical score (though they may in some case be equal). For example, the weightage given to cost score may be 30% (Thirty per cent) and technical score may be given weightage of 70% (Seventy per cent, but should never be more than 80%). The ratio of weightages for cost and technical score could also be 40:60 (Forty:Sixty) or 50:50 (Fifty:Fifty) etc. However, the weight for the “cost” shall be chosen taking into account the complexity of the assignment and the relative importance of quality. The proposed weightings for quality and cost shall be specified in the RfP. The firm obtaining the highest total score shall be selected. It may be noted that theoretically QCBS system with weight of 100% (Hundred per cent) for the ‘cost’ approximates the price based LCS system. In Finance Ministry’s 2006 ‘Manual of Policies and Procedure of Employment of Consultants’, this is called CQCCBS, which is not the generally prevalent nomenclature. This method of selection shall be used for highly technically complex and critical assignments where it is justifiable to pay appropriately higher price for higher quality of proposal. Table below provides a suggestive weighting for QCBS.

Preparation and Issuance of the Request for Proposals (RfP)

Basic structure for preparation of RFP

The Request for Proposals (RfP) is the bidding document in which the technical and financial proposals from the consultants are obtained. For procurement of Consultancy Services, the RfP is sent only to the short listed consultants. In procurement of other (Non-consultancy) Services, since the procurement is done without EoI, RfP is advertised. It contains the following sections:

i) A letter of invitation (LoI);

ii) Information to consultants (ITC) and data sheet (which contains assignment specific information);

iii) Terms of Reference (ToR)

iv) List of key experts required for the assignment;

v) Requirement of qualifications and experience of the firm and key experts;

vi) Criteria of proposal evaluation and selection procedure;

vii) Standard formats for the technical proposal;

viii) Standard formats for the financial proposal;

ix) Proposed form of the contract, including General Conditions of Contract and Special Conditions of Contract;

x) Proposed procedure to be followed pertaining to mid-term review of the progress of the work and review of the final draft report. The Procuring Entity shall use the applicable standard RfP with minimal changes as necessary to address project specific issues. The Procuring Entity may use e-Procurement platform to issue RfP.