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DOCUMENT RELEASE NOTICE

Supplier’s Bidding Manual Release 1.7 Date of Release: 16/06/2015Last Updated: Jan 2018

Author(s):

Nilotpal Saha

Date:

15/06/2015

Reviewer(s):

R Vishwanathan

Date:

16/06/2015

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1) The supplier opens the website https://pgcileps.buyjunction.in in his computer using the browser Internet Explorer 6.0 or above.

2) The supplier then lands up on the sign in page of the e-procurement platform. For DSC & system settings, suppliers can download the files by clicking DO’S & DON’T’S and DSC FAQs button given in the HOME PAGE. At the end of this document, same has been appended also.

3) The supplier can view all the Open tenders floated by PGCIL from the public dashboard, but item level attachments are not viewable from this view and the supplier needs to login to EPS to view the same

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4) Any supplier not registered in EPS need to register himself by clicking on the “New User?” link and following the instructions displayed on screen as shown in the series of screen shots below

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The supplier needs to click on the OK button to proceed and complete the registration process. After that they need to select their preferred procurement category and click on SUBMIT button at the bottom of the page

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After following all the instructions mentioned in the screen generated at the end of supplier registration process the supplier needs to contact EPS customer care no as listed in the Website (033-6601 1717 - From 9:30am to 5:30pm & 9163348283 - 86/8584008116 - From 5:30pm to 8:30pm). EPS customer care will inform PGCIL & then the registration will be approved by the EPS customer care after getting the go ahead from PGCIL. Once the approval is done supplier will receive e-mail very soon containing his EPS user code and password which will enable him to login to EPS and participate in any Open Tender floated by PGCIL. 5) After receipt of login details the supplier has to enter his User Code, Password, selects the buyer organization as POWERGRID CORPORATION OF INDIA LIMITED and clicks on the SUBMIT button to login to EPS

6) The system will then ask for the signing DSC from the supplier (In case of 1024 bit DSC there will be a single signing and encryption DSC but in case of 2048 bit DSC there will be different DSC for signing and encryption). The supplier has to select the relevant DSC in the pop-up window and click on OK button.

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7) The system will verify the provided DSC and will momentarily display a “Pending for Approval” message on the screen and then will immediately logout the supplier of the system and will take him back to the sign in page.

8) After the supplier signing DSC is approved in the system by EPS customer care the supplier can re-login to the system using the same signing DSC. This time the system will validate the DSC and will allow the supplier to view his dashboard by clicking the CONTINUE TO DASHBOARD button.

Supplier has to follow the - Important instruction

9) After successfully logging in the supplier needs to map his encryption DSC in the system (In case of 1024 bit DSC there will be a single sign in and encryption DSC but in case of 2048 bit DSC there will be different DSC for sign in

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and encryption).The supplier needs to click on the”Digital certificate” link on the top of the page, and then click on REGISTER DSC tab.

Then “FOR ENCRYPTION” option needs to be chosen in case of 2048 bit certificate or “FOR BOTH” option needs to be chosen if 1024 bit certificate is used. Then click on the “SELECT CERTIFICATE” button.

10) On clicking the above mentioned button will open a pop-up menu where the supplier needs to provide his encryption DSC (In case of 1024 bit DSC there will be a single sign in and encryption DSC but in case of 2048 bit DSC there will be different DSC for sign in and encryption) and click on OK.

On successful mapping of encryption DSC the system will display a success message.

11) Now the supplier can visit the OPEN TENDER(S) ->TENDER module, select ORGANIZATION as POWERGRID CORPORATION OF INDIA LIMITED RFQ/NIT STATUS as Open For Quotation Submission and click on ENTER button

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This displays the list of all the available Open Tenders

Now the supplier selects the radio button beside the appropriate tender and clicks on INTERESTED button at the bottom of the page which opens up the GENERAL CONDITIONS OF ONLINE BID SUBMISSION which the supplier has to accept by ticking the checkbox “I accept all Term(s) and Condition(s)” and then clicking on “I AGREE” button at the bottom of the page

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This will redirect supplier to the page for making payments

Now he needs to click on the PAYMENT button or the PAYMENT link under Open Tender menu to proceed towards completion of the payment formalities associated with the RFQ. 12) Now the supplier has to select the particular RFQ from the drop-down list displayed on the page

13) In the subsequent page the supplier selects the suitable payment mode from the SELECT PAYMENT MODE and CURRENCY from drop-down list and then follows the instructions displayed on screen to complete the payment process.

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If he selects OFFLINE then he has to provide all the relevant details as required in the fields displayed and then click the ENTER button to complete the payment process.

If he selects EXEMPTION then also he has to provide all the relevant details as required in the fields displayed and then click on the ENTER button to complete the payment process.

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14) After entering his payment details online the supplier has contact respective RFQ owners for getting their payment approved. Approval of payment details by the buyer subject to receipt of relevant payment related documents from the supplier. 15) On receiving e-mail confirmation of approval of his payment details the supplier he can proceed to respond to the RFQ. Now the supplier can go to TENDERS ->VIEW and select status as OPEN FOR QUOTATION SUBMISSION and click on ENTER, this will display all the eligible RFQ and the supplier can click on the relevant RFQ to view all the RFQ details

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16) Click on RESPOND TO RFQ/NIT button at the bottom of the page. The system again asks for the sign in DSC and on successful verification supplier is landed on to the Terms and Conditions page.

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If he chooses the second option then he can provide comment on the text box and then clicks enter then he cannot participate in the RFQ and is taken out of the system. If the supplier chooses the first option and then clicks on enter button he is taken to the ADD QUOTATION page.

17) The supplier then clicks on the ADD QUOTATION button and fills in all the relevant techno-commercial bid details in the next page along with the payment details for EMD to be paid through Bank Guarantee. The details required to be filled in by the supplier may vary from tender to tender as per the discretion of PGCIL. 18) After filling up all the techno-commercial bid details the supplier clicks on UPLOAD 1ST ENVELOPE (TECHNO COMMERCIAL PART) button at the bottom of the page to upload any techno-commercial documents (if necessary).

19) The system again asks for DSC

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20) On the 1

st envelope attachment section the supplier should click the “ENCRYPT” tab to encrypt the techno-

commercial document. Supplier can also decrypt the same encrypted file to view the actual document by clicking “DECRYPT” button. Supplier has to follow the - Important instruction.

Select the actual file to encrypt

Select the location to save the encrypted file

After encrypting the file, supplier needs to click on ADD ROW to upload the encrypted files with the relevant details and digitally sign the file to by clicking the SIGN FILE button, when the system asks for the sign in DSC.

N.B – 1. Please DO NOT double click and try opening the encrypted file before uploading as it may become corrupt

2. Uploading of “MAIN DOCUMENT” is mandatory but the “SUPPORTED DOCUMENT” upload is optional.

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Browse the encrypted file to upload

Select the digital signature to sign the file. Once system shows “Signing file completed” the supplier can attach the next file similarly

21) The supplier clicks on ATTACH/DETACH button when system again asks for the sign in DSC.

22) Once the document is attached the supplier clicks on GOTO HEADER button

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23) Once on the header page the supplier clicks on the SAVE AND GOTO 2

ND ENVELOPE (PRICE PART) button at

the bottom of the page when the system asks for DSC 24) On successful verification the system opens up the price bid template. Before filling up price details online the supplier has to fill up all the relevant worksheets of the price schedule template attached by the buyer to the RFQ. The schedule wise total as well as GRAND TOTAL needs to be calculated and entered in worksheet Sch-5

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The schedule wise total and GRAND TOTAL as entered in Sch-5 of the worksheets needs to be entered in the online price bid template on EPS portal also

Once done the supplier has to click on the SAVE AND GOTO HEADER button when the system again asks for DSC and on successful verification the supplier lands up on the header page. Now the supplier again needs to revisit the price bid template page by clicking on the SAVE AND GOTO 2ND ENVELOPE (PRICE PART) button at the bottom of the page. But this time the UPLOAD 2ND ENVELOPE (PRICE PART) button which was appearing disabled earlier becomes active and enabled

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Now the supplier needs to click on the UPLOAD 2ND ENVELOPE (PRICE PART) button which opens up a new pop-up window. On the 2nd envelope attachment section the supplier should click the “ENCRYPT” tab to encrypt the duly filled price schedule template. Supplier can also decrypt the same encrypted file to view the actual document by clicking “DECRYPT” button. Select the duly filled price schedule template to encrypt

Select the location to save the encrypted file

N.B – 1. Please DO NOT double click and try opening the encrypted file before uploading as it may become corrupt

After encrypting the file, supplier needs to click on ADD ROW to upload the duly filled price schedule template & duly filling in the LABEL and FILE NAME fields on the page.

Browse the encrypted file to upload

Select the digital signature to sign the file. Once system shows “Signing file completed” the supplier can attach the next file similarly.

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Once signing file is completed successfully the supplier clicks on SAVE button and then closes the window once success message is flashed on the screen

25) Now by clicking on the SAVE AND GOTO HEADER button the system asks for DSC and on successful verification supplier lands up on RFQ response page

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26) This redirects the supplier on the RFQ response page after DSC verification where he can click on SUBMIT QUOTATION button.

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27) The system again asks for DSC before the supplier is taken to bid submission confirmation page.

Supplier will get to see the DSC serial no of RFQ OWNER

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28) The supplier can click on the QUOTATION SPECIFIC DOCUMENT LINK to view his attachment and by clicking on VIEW PRICEBID link he can view the schedule wise total entered in the system as well as an option to verify the duly filled price schedule template attached along with the price bid

29) The supplier then closes the item details page and clicks on the CONFIRM button when the system asks for the sign in DSC again before final submission.

On the subsequent page the supplier needs to respond to four mandatory questions before final bid submission can take place. Not responding to any one of these mandatory questions will forbid successful bid submission after display of suitable message. After responding to all the questions by ticking the check-boxes beside each of them the supplier has to click on the SUBMIT button.

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30) Once the submission process is completed successfully the bid submission confirmation message is displayed

31) After bid submission the supplier can view his submitted bid from the module QUOTATION(S) ->VIEW, selecting RFQ/NIT TYPE as OPEN TENDER and STATUS as OPEN FOR QUOTATION SUBMISSION and then clicking on ENTER button

Then the supplier needs to select the radio button beside the desired RFQ and then click on the BID DECRYPTION(S) button

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In the subsequent page the supplier needs to select the radio button beside the appropriate quotation reference code he wants to view his submitted bid, but bid is visible only after proper DSC verification by the system

Click to VIEW PRICE BID tab to view the price part

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32) If the supplier wants to re-submit his bid within the tenure of the bid submission due date he can definitely do so from the module QUOTATION(S) ->ADD and then by clicking on the link of the appropriate RFQ/NIT REFERENCE CODE

The supplier then needs to choose between the two available options. If he chooses the first option he can modify the last submitted version of his bid and re-submit the same by following the normal bidding process. If he chooses the second option the last submitted bid version is discarded by the system and allows the supplier to submit a fresh new version of bid by following the normal bidding process

33) The supplier can request for clarification anytime form the buyer by accessing the following module TENDER(S) ->VIEW then setting the status as OPEN FOR QUOTATION SUBMISSION and hitting ENTER button

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In the subsequent page the supplier needs to select the RFQ against which it wants to raise a clarification

After landing on the RFQ header page the supplier needs to click on CLARIFICATION REQUIRED? - CONTACT BUYER link on the page in the subsequent pop-up message box the supplier needs to check the name of the RFQ owner, choose the subject from drop-down list, type his query in the message box, add attachments (if required) and click on SEND button

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The system then shows success message as shown in the picture below

34) The supplier can respond to the clarifications raised by the RFQ owner from the following module CLRFCN ->INBOX

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Then the supplier has to click on the subject link of the concerned clarification and respond to it accordingly by clicking on the REPLY button

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The user can also attach files to his response and finally on clicking the SEND button system shows success message

35) Once the 1st envelope bid opening will be initiated by the buyer, supplier will be able to record their presence for the bid opening discussion. N.B – Presence for bid opening discussion is not mandatory for the supplier.

Click on the RFQ NO highlighted below

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Click the button “SIGN YOUR PRESENCE” to record your presence

Select the digital signature to verify

Supplier presence has been verified successfully with the digital signature

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36) Supplier can view download and view the Part 1 or Part 2 CS from the system after completion of evaluation process for the RFQ concerned. The supplier need to visit Quotation(s) ->View, select RFQ/NIT Type as OPEN TENDER, Status as CLOSED QUOTATION(S) OPENED EVALUATED and then hit ENTER button

After that he needs to search for the appropriate RFQ, select the radio button beside it and click on VIEW–BID OPENING STATEMENT button.

The system will then prompt the supplier to download the CS file which can be saved in the local system and opened to view detailed quotes of all participating suppliers

PC Set up and initial login guide

Install JAVA Run time Environment (JRE) 1.8

(JAVA 1.8.0_101 is recommended. However in some systems there may be compatibility issues for which the JAVA version may be required to be upgraded or downgraded)

.Install Digital signature certificate with .pfx extension. Install CA & CRL (Chain Certificate)

If your Digital Signature is in eToken , please Install eToken Driver,

For viewing your Digital Signature Certificate in the eToken:

Click Start > Programs > eToken > eToken Properties. Click “Advanced” and double-click on eToken” – under that you will see User Certificates & CA Certificates.

Under User certificates option one can view certificate details viz. Issued To, Issued By, Validity, Serial Number etc.

Login into EPS

Put your user id & password.

Select buyer organization as POWERGRID CORPORATION OF INDIA LIMITED

Click on Submit.

For the first time user, one Applet Window appears. Check the box “always trust content from this publisher” Click run.

DSC dialog box appears. Select the respective certificate.

Contact “EPS Customer care” for certificate approval.

EPS Customer care, approves supplier certificate

Now Login into EPS with User ID and Password provided.

Click Digital Certificate button on top of the page.

Click Add button on left hand side of the page

Select “For Encryption” Radio button if you have 2048 bit certificate. Else you select “Both” Radio button if you have 1024 bit certificate.

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List of Do’s and Don’ts

Do’s Don’ts

JAVA

Install JAVA Runtime Environment (JRE) 1.8 (JAVA 1.8.0_101 is recommended. However in some systems there may be compatibility issues for which the JAVA version may be required to be upgraded or downgraded)

Installing incorrect versions of JAVA such as JAVA 1.7 or lower

Keep only one JAVA 1.8 version installed in system Keeping all JAVA versions installed in system

Set JAVA Security to High Setting JAVA Security to Very High

Add https://pgcileps.buyjunction.in, in Control PANEL-> JAVA->SECURITY -> EDIT SITE LIST

https://pgcileps.buyjunction.in not added in Control PANEL-> JAVA->SECURITY -> EDIT SITE LIST

Browser

Use Internet Explorer only Using Firefox, Chrome, Opera, Edge etc as browser

Use IE 9 or above Using IE 8 or below

Set Compatibility mode properly for I.E 10 and I.E 11. For I.E 10 and I.E 11, Goto Tools-> Compatibility View Settings-> Add this website :- buyjunction.in-> Click Add

Setting Compatibility mode improperly for I.E 10 and I.E 11.

Enable Include Local Directory Path when uploading files to a server…… option in I.E->Tools->Internet Options->Security->Custom Level-> Miscellaneous->…. Before attaching any document during bid submission

NOT Enabling Include Local Directory Path when uploading files to a server…… option beforehand and started attaching documents

Regional & Language Settings

Set the Regional & Language Format in Control Panel to ENGLISH (UNITED STATES)

Setting the Regional & Language Format in Control Panel to some other options such as ENGLISH (INDIA) or ENGLISH (UNITED KINGDOM) etc

Digital Certificates

The DSC requirement is CLASS 3- SHA SIGNING AND ENCRYPTION COMPONENT 2- 2048 BIT SEPARATELY.

Using CLASS 1 or 2 DSC Using only SIGNING certificate Or

ENCRYPTION certificate

The DSC should not be expired Using Expired Certificate

The EToken Drivers must be installed properly EToken Drivers Not installed or installed improperly

Root Certificates must be installed Root Certificates Not installed

Registration & DSC Activation

Register properly in EPS Incorrect / Incomplete Registration in EPS with Invalid PAN No.

Contact Helpdesk for ID and Password which would be provided post confirmation from PGCIL.

Contacting PGCIL for ID and Password

The Supplier Name during registration in EPS must be same as the Supplier Name in DSC.

The Supplier Name during registration in EPS is different from Supplier Name in DSC.

Contact Helpdesk for DSC Activation Contacting PGCIL for DSC Activation

Bid Submission

Encrypt the attachments properly to generate files with .enc extension

Improperly encrypting documents generating corrupted files of 0 KB

Check the size of the .enc files which must NOT be 0 KB.

Not checking the size of the .enc files

Upload the .enc files properly at proper place. NOT Uploading the .enc files . Rather trying to upload .pdf, .xlsx etc (unencrypted) files

Post submission of bid, download the attachments and decrypt to ensure that attachments has been uploaded properly and corrupted files were NOT attached

Post submission of bid, NOT checking the uploaded files by decrypting

Submit bid well before tender due date to avoid last minute issues and for complete peace of mind

Submitting bid at last minute which is prone to errors and corrupted bid submission

avoid opening /copying the encrypted file in any other format without decrypting the file even for experimental purpose

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FAQs on DSC.

A) What type of certificates is required to access EPS ?

PGCIL Version is PKI enabled & DSC is required to access the site. The specifications for

the same are Class III SHA 2 2048 bit. One certificate is for signing and other one for

Encryption.

B) What is the validity of a certificate?

Certificates are valid for two years from date of issue.

C) Is the DSC renewed?

No Certificates are not renewed, though some service providers may term it as renewal,

the fact is a new certificate is issued with a fresh algorithm. Algorithm cannot and will

never be the same is two certificates.

D) Can I use an expired certificate?

Signing Certificate: On expiry it will not be usable. The PKI Component will not

allow to login with an expired signing certificate. Hence with an expired signing

certificate you will not be able to do any activity.

Encryption Certificate: Expired certificates will be required for decryption in case a

bid copy is created out of such sign # and present in user system, but cannot be

used for encryption.

E) Do I need to retain the expired certificate?

Yes, Especially the Encryption Certificate. Else you may not be able to decrypt the bid. Wise decision would be to retain both.

F) My certificates expired and reside in a USB e-Token? What should I ensure?

USB e-Token can accommodate upto 8 certificates. Hence when you give the USB e-

Token to your service provider for obtaining new certificate, you should ensure that your

service provider does not delete the existing certificate or overwrite the existing

certificate. You may also request your service provider to provide certificates in a new e-

Token to avoid any loss.

G) My certificates expired and but these were installed in the browser vide the .pfx/.p12file, I have accidentally deleted this, What should I do

You should never delete the certificates. In case you have accidentally deleted it, please reinstall the same again in browser. Expired certificates can be re-installed again from .pfx/.p12 files. Hence NEVER lose the .pfx/.p12 files and also the password to install the same.

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NB: Sale of .Pfx/p12 files have been banned by DiT. Some users may still having the .pfx files, which are due to be expired. Hence CAs will issue new certificate only vide USB tokens.

H) Should I wait till expiry to apply for new certificates?

You should ideally start processing for the new atleast 1 (one) month in advance before expiry. This will avoid time lag.

I) My Certificates will be expiring in coming days, but I already obtained both new Signingand Encryption DSCs. What should I do?

This scenario is considered to be the ideal scenario and is best proactive practice. In this case, you need to do the following, immediately on obtaining both the new certificates.

1) User can log in to the system with his current Signing DSC

2) Click "Digital Certificate"

3) Select ADD certificate

4) Map the new certificates for signing as well as encryption.

Alternatively, the mapping can be also done from the certificate information page that is displayed immediately after login.

J) My Certificates have expired, but I have the new DSCs or will obtain new certificatessoon. What should I do next?

Firstly, you should immediately approach your DSC service provider and procure the same.

Secondly, since you will not be able to log in with expired certificate, You should immediately inform Mjunction Helpdesk team immediately to deactivate the expired Signing certificate.

Thirdly, once the Mjunction Helpdesk team de-activates your expired signing certificate,

you would need to map your new certificate (as you had done during your first ever

login) again.

Fourthly, Mjunction Helpdesk team will to approve the same, post which you can login.

NB: For mapping Encryption Certificate you can map it yourself once you are able to login to the site (as you had done before).

K) I am the Administrator. One of the users certificate has expired. He has requested me todeactivate the expired certificate. What should I do?

As an Administrator, you should only de-activate the expired signing certificate of the user.

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At no point in time you will de-activate the Encryption certificate; else user will face issues during decryption with expired Encryption certificate.

This will enable the user to map his new signing certificate, which you will have approve, as you would be doing for any new user.

L) As an administrator or SPoC for EPS of PGCIL, what should I be advising my users? Whenshould I take necessary steps.

Being the Administrator or SPoC, you are the one who has full information of expiry of DSCs

of all users. The data is available to you from the EPS portal. Further you may already have

this information as an SPoC, as you may have initiated bulk purchases in the past. This

enables you to act in advance and plan things accordingly to avoid any hassles.

1) You can proactively inform all buyers (and suppliers also) on the above points.

2) You can request your buyers to inform the suppliers.

3) You can initiate bulk purchases, in advance. This would also have an negative impacton your cost or procurement of DSCs.

M) Can I Map more than 1 DSC set (Signing & Encryption) against my one user id?

Yes. For clarity please refer to example below:

Say “ABC” is user id in PGCIL and a DSC set SC1 and EC1 (SC= Signing Certificate, EC=

Encryption Certificate) is already mapped to it. In this scenario SC1 and EC1 cannot be

mapped to any other user id in PGCIL

However SC2 and EC2 can be also mapped to user id “ABC” in PGCIL, provided SC2 and EC2

is free, i.e these are not mapped to any other user id in PGCIL. If the same is visibly mapped

to say user id ”XYZ” in PGCIL then the same cannot be mapped to “ABC” in PGCIL.

Hence more than 1 certificate can be mapped against one user id provided the certificates

are not being used in any other user id in the same organization. In other sense multiple

userids cannot be mapped to one certificate in the same organization.

To map SC2 and EC2, User will login with “ABC” using SC1 certificate and then in the first

page or the Digital certificate list page, the user can map the new certificate, by clicking the

register certificate.

N) When Should I handover back the DSCs to my organization.

During Retirement, Transfer, or in case of resignation, DSCs should be handed back to

organization as it is organization or company’s property, because certificates are issued to

individual to act on behalf of the company.

The certificates should not be ethically used by you as in case of retirement, Transfer or

resignation, you are not authorised to use the certificate in such a scenario.