Bidder's Manual

Bidder's Manual_Revision1_25.05.11.doc Process Flow Page 1 of 66

NTPC Limited.

( A Government of India Enterprise)

Bidder’s Manual


The main areas on SRM screen are normally constructed as follows:

• Side menu From the side menu, you can select the transactions that you want to carry out, for example Process Bid Invitation. The functions that are displayed depend on your role.

• Header area The name of the screen you are working in is displayed in the header area. The title relates to the function you carry out here. Below the title, the system displays pushbuttons and data fields that relate to the transaction of task, for example pushbuttons to publish, update, or delete a bid invitation, and fields with the name and number of the bid invitation.

• Application area In this area, you carry out most of your tasks. This area often contains tab pages, for header and item data of a document, for example. On the individual tab pages, there are subtabs. You use these to display or process different parts of the document, for example the basic data or the status of the bid invitation.

Header Area

Side Area

Application Area


Symbols in SRM

Detail view

Delete

Search

Change

Copy

Next page

Last page

Expand

Collapse

Send e-mail

Display hierarchy Pushbuttons in SRM Pushbutton Function Hold Saves a document for processing at a later date. Check Checks a newly created document (or a changed

document) for errors. The check result is displayed in the bottom half of the screen.

Display Switches from change mode to display mode. Change Switches from display mode to change mode. The status

of a document determines whether or not it can be changed.

Output Outputs purchase orders and contracts in print, e-mail, fax, or XML document, depending on the default settings. Enterprise Buyer uses the output medium in the vendor master.

For more information, see the Implementation Guide of Supplier Relationship Management under SRM Server → Cross-Application Basic Settings → Define Output Actions and Output Format

Refresh Refreshes the display, for example after a price change or quantity change

Download Loads data from a local file system, from a PC, for example.

Upload Loads data to a local file system, to a PC, for example.


Bidder’s view of SRM Login Page


Bidder to enter the Login ID & Password to enter to the SRM system


Main Page of SRM


Bidder to click on “FAQ” to read the FAQ document


View of the FAQ document


How to Pay tender Fee (If Applicable)

Bidder to click on “Pay Tender Fee” to pay the Tender fee (if applicable) through Online Payment Gateway


Enter Bid Invitation Number


Click “I accept “Button


Click “ICICI Payment Gateway” Button


Enter Credit Card Details & Click Pay


How to start Bidding Process

Click on “Process Bid” to continue with the Bidding Process


Click on the Bid Invitation No from the Bid for which you wish to Bid


Details like dates, type of bid, tender issuing office etc. are displayed here

Main screen of the Bid Invitation. System allows to see only if you have paid the Tender Fee (where applicable)


Click on Attributes to check the list of confirmation asked in the Bid Invitations


Click on Information from Purchase to check other details like Detailed NIT etc.


Click on the link at the bottom to reach the documents attached to the Bid Invitation.


View of the cFolder which contains Bid related documents.


Click on the arrow to expand the folder


Click on “Tender Document” link to check the attached documents.


Click here for downloading


Details of the digital signature of the person uploading the document are displayed here. After verification, click here to open the document. You can save the documents on your desktop if desired."


Back on the SRM Page, click on “Item Data “to check the BOQ in the Bid Invitation


Click on serial no. of each item to check the details


Note: Not required to register for limited tender cases

Click on “Register” to register yourself before you start preparing the Bid.


Confirmation Prompt. Click on OK to continue.


After Registering, Press ‘Create’ to start preparing your Bid against this Bid Invitation




You need to confirm these details before you proceed further under “Attributes” Head (if available).


Go to item data & click on serial no. of an item to quote the prices against that item


Press on “See Conditions” in the main body or "Conditions" tab at the top to see the list of price conditions against which prices are to be filled


Quote Prices against the Individual conditions. Other than Basic Price, other conditions can be left blank if not applicable. Any condition left blank is considered to be included in the basic price.


Press on ‘Hold’ to temporarily save the Bid.


Similarly fill up the prices for all the relevant items of the Bid Invitation and complete the price part.



Press on Output Preview to see the currency-wise “Total Price” of the Bid after filling up the prices. Item-wise Break up of prices is displayed on the next page. You can save this pdf document for future reference


In case of two-part Bidding, while “Statement of Commercial and Technical Deviations” without cost of withdrawal is uploaded in cfolder, the “statement of deviation with cost of withdrawal” is to be enclosed in SRM – ‘Unpriced Bid’ tab under ‘Attachment’ link

Click on 'Unpriced Bid' tab and & Press on “Search & Add” Button


Select the file which is to be attached


Attached file can be seen here. Follow the same procedure to attach any other file. Documents which do not have any price data in them, should not be attached here as they can not be opened during technical bidding in case of two envelope bidding


How to attach documents related to technical Bid in cfolder

Under the “Unpriced Bid” Tab, click on this link under “Collaboration” to go to cFolder for uploading your own (Bid related) technical documents.


Confirmation Prompt. Press OK to confirm.


Public Area (NTPC documents) and your Bid Area can be selected from the dropdown.

Main Page of the cFolder which will open separately.


Select Your Bid Area


Click on the “Tender Documents” Link to attach your documents.


Under the “Tender Document” folder, click on the Create button to upload your document.


Click on “Document” to attach a document


Click on ‘Continue’.

In the ‘Name’ field, you can provide a name to your document


Click on ‘Browse’ to locate the desired document from your Desktop.


Click on the required document & Press ‘Open’ to continue


Click on ‘Sign and Save’. Ensure that your digital signatures are properly installed on the system and your e-token is plugged in


System will look for Installed Digital Certificate on your PC & prompt you to attach the same. Select the relevant Digital Certificate & Press ‘Ok’.


Repeat the process for attaching more documents. Close this window, once you have completed the whole process and NOT click on “Logout”


Press “Check” Button to know that your Bid is Complete. Any errors (with orange square icon before it)/ warnings (with yellow triangle icon before it) are displayed at the bottom of the screen. Errors must be removed to be able to successfully submit the bid while “Warnings can be ignored”


* Please click “Submit” Button carefully as once you submit the Bid, you can’t edit the document.

Press “Submit” to send your Bid to NTPC.


System will prompt you for your confirmation. Press ‘Ok’ if you wish to submit the Bid now and “Cancel” in case you want to come out.


System will look for Installed Digital Certificate on your PC & prompt you to attach the same. Select the relevant Digital Certificate & Press Ok.


System confirmation showing that your Bid has been sent to NTPC.


Press on Process Bid to go to the main screen.


You can check the status of your Bid against the Bid Invitation.


To know the Prices of other Bidders after “Bid Opening Date & Time” only if you have submitted the Bid

Click on “Condition Wise Pricing” Link to know the status of your Bid after Bid Opening date & time and the prices & other details of other bidders


Enter Bid Invitation Number & Select any of the three options available


Press “Execute” Button for knowing the rates of other Bidders


Bidders Name & their Prices


Some important Check Points before submitting the Bid:

1. EMD (If Applicable) is submitted in original to the concerned officer for the bid well in time.

2. Please ensure that you have the vendor code, user ID and password. In case you do not have either vendor code or user ID and Password, please contact NTPC well in time and at least three days before last date of paying the tender fee.

3. All attributes must be suitably replied to. 4. All the bid related documents viz. technical bid, catalogues,

data sheets, drawings, etc are to be uploaded with your digital signatures in the tender document folder under your created bid option

5. You should have valid Class III (with Organization name) Digital Signatures with sufficient validity.

6. Keep holding (saving) your bid often in order to avoid loss of data in case any break in the link. It may be noted that the system would automatically logoff in case of no activity for more than 10 minutes.

7. All rates to be filled in are to be the unit rates only. System automatically calculates the total price which can be viewed in Output Preview. Amount in words need not be filled in as the system would automatically calculate and mention in the Output Preview.

8. All deviations/exceptions, if any must only be given in the Deviation Schedule to be uploaded in the c-folder. Any deviation/exception mentioned elsewhere would not be given effect to

9. All applicable taxes and duties must be mentioned clearly while filling the rates of the taxes and duties. In case the same are not mentioned separately, it would be assumed that the applicable taxes and duties are inclusive in the bid price.


10. In case there is a failure in making the Tender Fee due to any

link failure on Payment Gateway, it is suggested that the payment may be made once again and subsequently you may take up with concerned officer designated for refund of earlier payment.

11. In case of any problem with login, please contact the

helpdesk at 0120-2952319 or the concerned designated officer for the respective location.