bidder help manual tenderwizard - indian railways · 14 helpdesk contact number glossary of terms s...

29 Version 2.0_21_12_2015

2016

Bidder Help Manual TenderWizard

VENDOR/CONTRACTOR MANUAL

1 | P a g e Version 2.0_21_12_2015

User Manual

Officials use only

Tender Wizard is an exclusive, most vibrant end to end solution for buying / selling of products and services

through tendering process. It supports A - Z activities of tendering based on proactive work flow concept. Fine

details of tendering like vendor registration, tender announcement and corrigendum, tender form processing,

opening, negotiation and tender awarding are supported in a real time interactive environment. Tender Wizard

creates a true dynamic market place for both buyers and vendors to interact with each other and transact business.

Purpose

The objective of developing the TENDERWIZARD is to automate the departments of Governments. The key

objectives of this exchange are Reduced Inventory, consistency in costs across all departments, consistent and

sustainable Vendor Development, transactional effectiveness, procurement lead time reduction, transparency etc.,

Audience

This product is extensively used by the Government officials and contractors to enhance the transparency in the day

to day tendering activities of the Government offices as well as in contractor community.

DISCLAIMER:

ITI Limited assumes no responsibility for any errors that may appear in this document. The information contained

herein is subject to change without notice and should not be construed as a commitment by ITI Limited. No

responsibility is assumed for the reliability of software or equipment that is not supplied by ITI Limited. This

document is confidential and proprietary information of ITI Limited.

ITI Limited 21/12/2015


2 | P a g e Version 2.0_21_12_2015

Table of Contents

S No Content Page No

1 Cover Page

2 Table of Content 1

3 Overview 1

4 Purpose 1

5 Glossary of terms 2

6 Icon and Its Description 3

7 Login Procedure in TenderWizard 4

DSC Login Procedure 6

8 TenderWizard Menu after Login 8

Top Menu Description 8

Left Menu Description 9

9 How to Participate in Tender? 9

Request Procedure 9

Uploading of Eligibility Documents 10

Procedure of Attaching General Documents 14

Updating EMD 14

Uploading Price Schedule 15

Tender Submission Procedure 15

10 How to Withdraw from Tender? 18


3 | P a g e Version 2.0_21_12_2015

11 Re-Submission 19

12 Epayment 20

Epayment ( Internet Payment Gateway)

Epayment ( Internet Banking /Net Banking )

13 Cautions and Warning 25

14 Helpdesk Contact Number

Glossary of terms

S No Terminology Abbreviations

1 REGISTER ME

New Vendors can enroll their companies / individual firm in

the site to obtain the USER ID and password to participate in

the tenders/auctions.

2 IMPORTANT

CIRCULARS

To view the circulars / guidelines issued by various

departments.

3 HOT TENDERS The user can view the tenders which are due for closing within

24hrs.

4 DWF VIEWER Vendors can Download the DWF Viewer to view converted auto

cad drawings.

5 ACROBAT READER Vendors can Download the Acrobat Reader to view PDF format

files.

6 USER ID

Login credentials for the USER to enter the user ID of the

particular persons (Buyer or Vendor) to login for department

site.

7 PASSWORD To enter the password of the respective USER ID to login.

8 ACTIVITY Buyer Users have to select the option during log-in to for

carrying out the intended activity like Actions, Tender,


4 | P a g e Version 2.0_21_12_2015

eProcurement. Similarly, Vendor (Vendors) will login to check

or to Participate for Tenders / Auctions.

9 NEW TENDER / UN

APPLIED

Tenders which are due for request will be displayed under this

section. User can request the tender, view the free documents.

10 IN PROGRESS

The participated tenders are listed here. User can submit the

document, withdraw the submitted bid before closing of the

tender dates, and verify the payments made.

11 EDIT

ATTACHMENTS

Vendor/contractor end, they can download the forms, can enter

Form Fee, EMD and can upload required document.

12 OPENED The link provided to check the tenders which are Opened

Recently and Beyond.

13 AWARDED To get the list of tenders which are processed and awarded by

the department to the Particular firm (Contractor/vendor).

14 DISQUALIFIED /

WITHDRAWN

The will get the list of tenders which are Cancelled by the

department / Withdrawn by the Vendor / Disqualified by the

Department to the Particular firm (Contractor/vendor).

15 MODIFY PROFILE The user profile can modified any time by the user after log-in.

16 DOCUMENT

LIBRARY

This acts as a library for the e-Tendering/e-Procurement. User

can upload supporting documents through this link and attach

to the concerned tenders whenever required.

17 TENDER SEARCH

The search facility is provided by e-Tendering/e-Procurement

to search the tender based on work, dates, value of work,

region, etc...

18 MODIFY

PASSWORD

The user can modify his password any time. As a security

measure, it is advisable to modify password frequently.

19 LOGOUT This link redirects the user to log-out of the eProcurement

portal and directs to log in page.

Action Buttons / Icons:


5 | P a g e Version 2.0_21_12_2015

1 Edit Attachments

2 View payment details for Form fee/Processing fee/EMD

and Refund details and print

3 Request Tender Form

4 Print Notification Inviting Tender (NIT)

5 Pre-bid meeting clarification

6

Withdraw bid

7 Auction

8

Awarded Letter

9 Calendar

10 Delete Document

11 Error

12 Modify Document

13 Open Document in New Window

14 Download Documents


6 | P a g e Version 2.0_21_12_2015

LOGIN SCREEN

To access the Login Screen, type the website address www.tenderwizard.com/RLDA in the address bar and press Enter, The following screen appears.


7 | P a g e Version 2.0_21_12_2015

LOGIN SCREEN TABS

S.No. Description

1 Directs you to “Home” page.

2 Directs you to “About RLDA” to view introduction about RLDA.

3 Click “Contact us” to view the contact information of helpdesk.

4 Click “Hot Tenders” to view the details of tenders which are due for submission on a particular day.

5 Click “Tender Free View” to view the details of all the authorized tenders which are due for request for free of cost.

6 Click “Vendor Registration” to register online.

7 Click “FAQ” to view frequently asked questions

REGISTER ME/CREATE NEW PROFILE

To Register/Create a new profile on PAWAN HANS eTendering web portal click on “Vendor Registration”.

Vendor information screen will appear. Enter all the mandatory fields which are marked as “ * ” and click

on “Create Profile” button.


8 | P a g e Version 2.0_21_12_2015

Click “Create Profile” button, the Document Summary page will be displayed. Upload the files by using “Browse” button and click on the upload files.


9 | P a g e Version 2.0_21_12_2015

Once you‟ve uploaded all the files click on the “Finish Upload”. A warning message pops up as “ Are you sure want to finish upload.” Click on “OK” button. Once you are done with uploading, User id & Password will be displayed on the screen. Note down the User id & Password or just click on “Proceed to Payment” button for entering the payment details.


10 | P a g e Version 2.0_21_12_2015

Select mode from dropdown as EPAYMENT, then click on Tender Wizard payment gateway for E-payment.


11 | P a g e Version 2.0_21_12_2015

E-PAYMENT

INTERNET PAYMENT GATEWAY

After clicking on payment gateway icon, system will proceed to next page of online payment gateway.

E-PAYMENT ORDER FORM will appear. Just click on “Pay Now” button. Do not change the Merchant id or purchase amount.


12 | P a g e Version 2.0_21_12_2015

The following message will be displayed once you click on Pay Now button. This is the bank charges message. Click OK to proceed.


13 | P a g e Version 2.0_21_12_2015

Enter the mandatory field & click on PAY Button

PLEASE WAIT FOR FEW SECONDS. Screen will take few minutes to process. If the transaction is processed successfully, then Transaction no/Receipt No will be displayed. Note down the Transaction Id & click on OK button.

After completion of the successful payment, following Registration Acknowledgment screen will display.


14 | P a g e Version 2.0_21_12_2015


15 | P a g e Version 2.0_21_12_2015

INTERNET BANKING/NET BANKING If you want to use INTERNET BANKING/NET BANKING, then click on INTERNET BANKING/NET BANKING link. Select the bank.

E-payment order form will appear. Click on “Pay Now” button. Should not change the Merchant id or purchase amount.

Online Payment System screen will appear. Continue the usual process to pay the registration fees.


16 | P a g e Version 2.0_21_12_2015

After completion of the successful payment, following Registration Acknowledgment screen will display.


17 | P a g e Version 2.0_21_12_2015

Authentication of vendor through mail for verifaction and activation


18 | P a g e Version 2.0_21_12_2015

1. Once after completion of registration an authentication mail will be sent to the registered mail id provided in

your profile during registration.

2. Kindly check an authentication mail is received for your registered email id.

3. Click on „Please click here‟ button as shown below, to verify your mail Id.

4. After verification of mail Id Kindly send a Request Email to helpdesk team to enable/ activate your account,

until the account is enabled if user tries to login following screen will be displayed.


19 | P a g e Version 2.0_21_12_2015

LOGIN PROCEDURE Enter the given “USER ID” in the box provided. Enter the given “PASSWORD” in the box provided. Click “GO” to login to the tendering website.

MODIFY PASSWORD

As a security purpose, the system automatically asks the user to change the password as shown below. Enter the Current and New Password and click “Submit” to update the new password. The user needs to login once again with the new password (note that User Id remains the same) which gives the user the authentication to the change of password.


20 | P a g e Version 2.0_21_12_2015

DIGITAL SERIAL NUMBER

Insert your PKI key and feed the user id and changed password in the space provided. Once the same is accepted, the following screens will appear to select your Digital Signature Certificate.

Click on “Select the certificate”. The following screen will appear select the certificate and click on authenticate.


21 | P a g e Version 2.0_21_12_2015

Enter the PIN number of your DSC and click on OK.

The following screen will appear. Click on OK .

Click on Login and enter the login password once again and then press Enter.


22 | P a g e Version 2.0_21_12_2015

INTRODUCTION TO TW ICONS

TW Icons Description Activities

Request Icon To Request for the tender

Edit Attachment To View / Download tender documents till submission

Email To send emails to tendering authority

Print NIT To view NIT Details

Withdraw To withdraw the submitted bids

Edit Attachment To View / Download tender documents after closing of submission date

Form fee/EMD To view the payment details

Book Mark To bookmark the tenders

A FEW ANNOTATIONS ON MENUS – TOP AND LEFT

The following screen explains the user about all the modules which are displayed once the user login into the system.


23 | P a g e Version 2.0_21_12_2015

When the user logins and enter the website, the tenders which are in “In Progress” status will be displayed as a default screen where all the applied tenders can be viewed.

To view the unapplied tenders, click “Un Applied”. If the tender is due for request, then a Blue Colour Icon will appear on the screen.

TENDER PARTICIPATION

Click on “Blue Color Icon” to participate in the tender. Following message will appear on the screen to remind you to attach the eligibility documents:


24 | P a g e Version 2.0_21_12_2015

Please make sure that you have uploaded at least one eligibility documents as per the Tender and the same has been attached in the tender after uploading in the Document Library . In the absence of the same you may get disqualified. Click on “OK” and go the “Document Library Section” to Upload the same . The following screen will appear. Click on “Upload Document”.

ARCHIVAL OF DOCUMENTS

Click on the “Archived Documents” to view the archived documents. Click on the archive icon to move the file in archive.


25 | P a g e Version 2.0_21_12_2015

RESTORING OF ARCHIVED DOCUMENTS

Click on the “Reinstate icon” to move the file in the document library.

Once all the documents are uploaded go the unapplied section again and click on the Blue request icon.

The following screen appears; Select the mode of payment from drop down list for Tender Fee/Form Fee if available

for tender. The following screen will guide you the process.


26 | P a g e Version 2.0_21_12_2015

Figure 14

After filling up the details, click on the “Update” button to finish the updating of Form Fee/Tender Fee. The message will be displayed as payment updated successfully.

Figure15

Select the Transaction Type as PROCESSING FEE, Mode as EPAYMENT then click on Tender Wizard logo.


27 | P a g e Version 2.0_21_12_2015

E-PAYMENT

INTERNET PAYMENT GATEWAY

After clicking on payment gateway icon, system will proceed to next page of online payment gateway.

E-PAYMENT ORDER FORM will appear. Just click on “Pay Now” button. Don‟t change the Merchant id or purchase amount.


28 | P a g e Version 2.0_21_12_2015

The following message will be displayed once you click on Pay Now button. This is the bank charges message. Click OK to proceed.

29 Version 2.0_21_12_2015

Enter the mandatory field & click on PAY Button

PLEASE WAIT FOR FEW SECONDS. Screen will take few minutes to process. If the transaction is processed successfully, then Transaction no/Receipt No will be displayed. Note down the Transaction Id & click on OK button. Once Both the Fees are updated, Tender will move from

Unapplied to In progress and Status will become as received.

Note: If the Tender Purchased and Tender is In progress stage and status is still requested. Kindly contact the

Helpdesk 011-49424365

Once the Bidder participated in the tender, it can be accessed through “In Progress” and the status of the tender will be as “Received”.

DOWNLOADING / SUBMISSION PROCEDURE

Click to view the tender documents


30 | P a g e Version 2.0_21_12_2015

Edit attachment section will lead to the below mentioned screen. The documents are available at their respective Tab as “Tender Documents / Bid Documents / Log Details “. All the Tender Documents can be seen and downloaded under the Tender Documents Tab. Price Bid, Technical Bid or Prequalification Bid can be Processed under the Bid Document Tab. The EMD and attachment of General Document shall be updated in the same section only

ATTACHING GENERAL DOCUMENT

Click “Click here to Attach the General Documents” to attach all the documents which are already uploaded in the General Document Screen (refer steps to upload the supporting documents as explained above). This is the important and first step to be performed to avoid disqualification. Click on “Click here to Attach the General Documents” link which will lead you to following screen, to select the already uploaded file and attach the same to the tender.


31 | P a g e Version 2.0_21_12_2015

UPDATING EMDS

Click “Click here to enter EMD Details” to feed the EMD details as shown below.

Click on “Update Pay/Now”, you will see the below screen refer Figure no. 20. Fill the details and upload the

scan copy of the EMD.

Note *: The EMD should be paid as per the instructions provided in the Tender Notification/NIT Select the mode of payment for EMD from list.


32 | P a g e Version 2.0_21_12_2015

Figure 20

Here you have an option to upload single or multiple EMDs as per the departmental procedure. Under EMD

section, provide details like mode of payment instrument number, date etc., and click “Update” to update the

EMD for single or multiple EMDs. After clicking on Update the message will display as “Payment uploaded

successfully.

Details of the EMD will be displayed on webpage.

Make sure that the entire Eligibility/Mandatory/General Documents „have been attached in the tender, as it‟s been done at the time of Request of Tender and click on the “Submit the Tender Form”.


33 | P a g e Version 2.0_21_12_2015

UPDATING PRICE BIDS/SCHEDULES

Go to the Bid Document section and click on “Download ” to download the Schedule B/Price bid and fill the same without changing the “File Name” and save on to the computer.

Click “Upload”, Then “Click here to digitally sign and upload” select the filled file which was already filled and saved with the same name. Brows the file save on your Local Disc, Select your DSC certificate to digitally sign the document. For More help See the Below Given Screen


34 | P a g e Version 2.0_21_12_2015

Digital Signature Certificate is mandatory, for documents which are to be updated and uploaded by the vendor.

Note :- After the successfully Uploading of PriceBid/Technical Bid/PQ Bid , Red colored link turns to

“Black Autometicaly which reflects that user is ready for the final submission.

CONFIRMATIONS ON TENDER SUBMISSION

After all the above procedures are fulfilled and uploaded all the documents, click “Submit the tender form” on the tender document screen as shown below:


35 | P a g e Version 2.0_21_12_2015

Once the user submits the form, the following confirmations shall appear as an authentication to the submission of the tender.

Click on “Submit”. It will prompt for the confirmation again and click on OK. Next you will find the below online acknowledgement for your submission with full details:


36 | P a g e Version 2.0_21_12_2015

Click on Ok. Preserve the printout of the above acknowledgement as a proof of submission.

WITHDRAWAL OF TENDER

Submitted tender may be withdrawn till the tender closing date. Once tender is withdrawn ( - withdrawal icon) the same tender cannot be processed further any time. When you select withdrawn icon, you will be displayed the following message:

And if you select YES, then you need to provide reason for withdrawing of your tender as shown below:


37 | P a g e Version 2.0_21_12_2015

Further, this tender will be shifted to Disqualified/Withdrawn section as shown below:

DISQUALIFICATION OF VENDOR / WITHDRAWAL OF THE TENDER

In case of Cancellation/Disqualification of the vendor or withdrawal of the tender by the contractor, the details of the particular tender shall be listed in the “Disqualified / Withdrawn” section. Click “Reason” of the particular tender to view the reason for disqualification / withdrawal.


38 | P a g e Version 2.0_21_12_2015

SEARCH ENGINE:

TENDERWIZARD provides an extensive search engine through which you can search tenders easily. Provide the available information and the stage in the search engine and get the tender you need to participate.

CONTACT US

For any further clarifications / queries on E-Tendering, contact our helpdesk. Tender wizard Help Desk Centre B-1/5A, 2nd Floor Najafgarh Road, Near Janakpuri Metro Station East New Delhi-110018 Telefax No: 91-11-25618721 Ph No: 011-49424365