Tender Management - MPWRD

Tender Management

Ver 1.2 Enterprise Information Management System (EIMS) Training Manual 683

Tender Management

Tender Management


Tender Management

Developed by: Tech Mahindra Ltd

Tender Management


TABLE OF CONTENTS

1. MODULE DESCRIPTION........................................................................................................................ 687

2. PROCESS DIAGRAM............................................................................................................................. 688

3. MODULE FEATURES ............................................................................................................................ 689

3.1 SECURITY FEATURE .................................................................................................................... 689

3.2 SEARCH ..................................................................................................................................... 689

3.3 UPLOAD/DOWNLOAD UTILITIES: ................................................................................................... 689

3.4 HINDI/ENGLISH SUPPORT ............................................................................................................ 689

3.5 REGISTER TENDER DETAILS ........................................................................................................ 690

3.6 VIEW/UPDATE TENDER DETAILS................................................................................................... 690

3.7 BID EVALUATION ......................................................................................................................... 690

3.8 REPORTING FEATURE.................................................................................................................. 690

3.8.1 Module Reports: .................................................................................................................................. 690

4. ROLES AND PERMISSIONS ................................................................................................................... 690

5. HOW TO ACCESS TENDER MANAGEMENT MODULE............................................................................... 691

5.1 FROM EIMS HOME PAGE ............................................................................................................ 691

5.2 USING A DIRECT LINK ................................................................................................................... 693

5.3 ROLE BASED SCREEN ACCESS .................................................................................................... 693

5.3.1 Module Admin ..................................................................................................................................... 694

5.3.1.1 Register Tender.................................................................................................................................... 694

5.3.1.2 Publish to Portal................................................................................................................................... 695

5.3.1.3 Press Note ............................................................................................................................................ 695

5.3.1.4 Bid Evaluation ...................................................................................................................................... 696

Tender Management


5.3.1.5 Upload Annexure in Bid Evaluation .................................................................................................... 697

5.3.2 Data Entry User (Login Role: EE) ......................................................................................................... 698

5.3.3 Monitoring Officer (User Roll: EE, Administrator)............................................................................. 698

6. CASE STUDY........................................................................................................................................ 702

STEPS IN TENDER MANAGEMENT PROCESS ............................................................................................. 702

6.1 Register Tender.................................................................................................................................... 702

6.2 Publish Tender ..................................................................................................................................... 704

6.3 Press Note ............................................................................................................................................ 704

6.4 Bid Evaluation ...................................................................................................................................... 705

6.5 Reports ................................................................................................................................................. 707

6.5.1 P.Q. Doc Reports .................................................................................................................................. 707

6.5.2 Form B .................................................................................................................................................. 710

6.5.3 BER Form .............................................................................................................................................. 711

7. REFERENCES ....................................................................................................................................... 713

Tender Management


1. Module Description

Tender Management module facilitates effective management of various activities for tendering and procurements. This module coupled with the Procurement Management system handles indent details, their approvals, demand note, contract list, placing the orders, evaluating tender document details, records of guarantee details and other related points.

The activities specific to this module includes creation of tenders, press notes, tender publication and bid evaluation process.

Basic Definitions

Tender Process: Tender usually refers to the process whereby governments and financial firms

invite bids for projects that must be submitted within a finite deadline.

Bid: Bidding is an offer (often competitive) of setting a price one is willing to pay for something. A

price offer is called a bid.

Tender Management


2. Process Diagram

The following process chart is useful for understanding the overall flow of the Tender e-process modeled in EIMS as per WRD specifications.

Overall Tender Management Process:

Start

PQ Doc

B FormLogin as EE/

Adminstrator

Create Tender

Format

Invite bid

Press Note

Publication

on EIMS

Portal

Multiple Bid ReceiveBER : Award bid

to lowest bidder.Yes

Award Tender

No (Single bidder)

Bid Evaluation

Report

Publish to PortalEIMS Portal

Tender Management


3. Module Features

The key features of the modules are listed below:

3.1 Security Feature

The module has login based permissions and access. It means one user can‟t access or remove/update the information registered by EIMS user. Also some of the screens or facilities in the modules are extended as per the roles.

Note to the user:

Please do not share your login and password with other users

Please update your password regularly

3.2 Search

EIMS gives search facilities for retrieval of data. On the search screen the user is required to enter key phrases to enable search. The various search screens available in Tender Management module are as follows:

Search Tender details: Facility to search Tender details. Available search parameters are G Schedule and N.I.T. No.

3.3 Upload/Download Utilities:

EIMS provides facilities to:

Upload Press and Articles in excel format

Given Provision to upload annexure of BER in excel format.

Note to the user:

For Importing of data please ensure that the excel sheet in required format is used and the data is verified before upload. Wrong data or erroneous entries in the import excel sheet will cause the application to throw an error. In such a case, please ensure correctness of excel fields, excel format.

3.4 Hindi/English Support

The module has provision to switch between Hindi and English. For data entry forms, the data entry is possible in English and Hindi. The form fields can toggle between Hindi and English.

Tender Management


3.5 Register Tender Details

This feature allows registering tender details including pre-qualification criteria and key dates for tender.

3.6 View/Update Tender Details

This feature allows to view and update tender details.

3.7 Bid Evaluation

This feature allows evaluating bid details by comparing bidder‟s qualification.

3.8 Reporting Feature

3.8.1 Module Reports:

Pre-Qualification Doc Report: - Pre-Qualification Document is used to show clear

requirements & criteria for the bidder. BER Form: – This report shows Bid Evaluation Details on a particular tender. It includes Bid

comparison of different bidders, qualification details, equipment details, work details, etc.

Note to the user:

The reports can be downloaded in pdf/excel format for taking print outs or keeping office records.

4. Roles and Permissions

This module has role based access and permissions and the permissions for the screens are listed below for reference:

Screen/Process

Permission

Provisioned Roles

EE Administrator

Tender Register, View, Edit Register, View, Edit

Press Note Register, View, Edit View

Publish Tender Publish Publish

Bid Evaluation Register, View, Edit Register, View, Edit

Report Generate, View Generate, View

Note to the user:

Please note that based on the user privileges some screens may or may not be visible

Tender Management


5. How to Access Tender Management Module.

5.1 From EIMS Home Page

EIMS ds varxZr Tender Management Module Access djus ds fy;s fuEu steps dk vuqlj.k djsa&

Address box esa www.mpwrd.gov.in type djsa vkSj enter button nck nsaA (In the address bar type

www.mpwrd.gov.in then press enter button to visit Water Resources Department's Web Site).

fuEukuqlkj Portal dk home page open gks tkrk gSA (Following home page of portal will be open)

Address box

Click here

http://www.mpwrd.gov.in/

http://www.mpwrd.gov.in/

Tender Management


Tender Management Module open djus ds fy;s home page esa EIMS Login option click djsaA Login ID ,oa

Password Enter djsa ,oa login button ij click djsaA (To open Tender Management module Select EIMS login

from home page,Enter Login ID and Password then click on “Login” button.)

Click here

Click here

Tender Management


lQyrk iwoZd y‚fxu gksus ij] home ist uhps nh xbZ Ldzhu dh rjg çnf'kZr gksrk gSA (Upon Successful

Login, home page of module is displayed.)

5.2 Using a direct link

Click on this link to access module https://eims1.mpwrd.gov.in/tender/control/main. You see

5.3 Role Based Screen Access

The roles in EIMS can be any of the following:

Admin role - is for provisioning of Register/edit/remove details

Data Entry role –is for entering of Register/edit/remove details

Supervisory role –is for review/approval/rejection/modification of data

Decision making role –is for viewing of report and decision making

The various screens as per role are listed in the sections below.

https://eims1.mpwrd.gov.in/

Tender Management


5.3.1 Module Admin

The module admin role has access to the following screens:

5.3.1.1 Register Tender

Role EE Administrator Access Permission Register Register

Tender Management


5.3.1.2 Publish to Portal

Role EE Administrator Access Permission Publish/Unpublished Publish/Unpublished

5.3.1.3 Press Note

Role EE Administrator Access Permission Register/Update/View Register/Update/View

Click here

Tender Management


5.3.1.4 Bid Evaluation

Role EE Administrator Access Permission Register/Update/View Register/Update/View

On Click „Next‟ button see below screen.

Tender Management


5.3.1.5 Upload Annexure in Bid Evaluation

Tender Management


5.3.2 Data Entry User (Login Role: EE)

Data Entry user role is same as admin role.

5.3.3 Monitoring Officer (User Roll: EE, Administrator)

5.3.3.1 P.Q. DOC Report

Role EE Administrator Access Permission Generate, View, Print Generate, View, Print

Tender Management


5.3.3.2 Form B

Role EE Administrator

Access Permission Generate, View, Print Generate, View, Print

Tender Management


5.3.3.3 BER Form

Role EE Administrator

Access Permission Generate, View, Print Generate, View, Print

Tender Management


Tender Management


6. Case Study

Steps in Tender Management Process

Steps to be taken for Tender Management are:

1. Register Tender 2. Publish Tender 3. Press Note 4. Bid Evaluation

6.1 Register Tender

Primary Role: Administrator, EE

Operations:

1. Login as Administrator/ EE 2. Click on Register Tender 3. Fill all required Fields of form 4. To save the record Click on ‘Save’ button, after clicking on ‘Save’ Button tender is

registered successfully

Tender Management


On click „Save‟ see the following screen. User can also edit tender details.

Tender Management


6.2 Publish Tender


Operations:

1. Login as Administrator/ EE

2. Click on „Publish‟ button.

Similarly, Unpublished of tender can be done.

6.3 Press Note


Tender Management


Operations:

1. Login as Administrator/ EE 2. Click on Press Note

3. Fill all required Fields of form 4. To save the record Click on ‘Save’ button

6.4 Bid Evaluation


Operations:

1. Login as Administrator/ EE 2. Click on Bid Evaluation button

3. Fill all required Fields of form 4. Click on next button 5. Fill all required Fields of form 6. Click on add to BER button 7. Fill all required Fields of form 8. To save the record Click on ‘Save’ button

Tender Management


Click on „Next„ button below screen is display.

Click on add to BER button

Tender Management


6.5 Reports

Report Button ij click djds tender dh report dks view dj ldrs gSA

6.5.1 P.Q. Doc Reports


Operations:

1. Login as Administrator/ EE 2. Click on Search button 3. Click on PQ Doc link.

Tender Management


Click here to Search Tender

Click here to view PQ Doc

Tender Management


Tender Management


6.5.2 Form B


Operations:

1. Login as Administrator/ EE 2. Click on Search button 3. Click on Form B link.

Click Here to Search Tender

Click here to view Form B

Tender Management


6.5.3 BER Form

Primary Role: Administrator,EE

Operations:

1. Login as Administrator/EE 2. Click on Search button 3. Click on BER link.

Tender Management


Click here to Search Tender

Click here to view BER Form

Tender Management


7. References

S. No. Reference Documents

1 Department Structure, Proposal Documents provided by WRD

2 Discussions and Minutes of Meetings from various discussions and suggestions.

3 EIMS Task 1 – 4 Reports, TechM

4 MTR I – III, DHV

5 A Compilation of Technical Circulars for Irrigation Works in Madhya Pradesh, B.R. Banga.

6 Department Structure, Proposal Documents provided by WRD

7 Discussions and Minutes of Meetings from various discussions and suggestions.

8 Feedback received from online Track <www.mpwrd.gov.in/itmgmt>

9 SRS and Design Documents of the module.

http://www.mpwrd.gov.in/itmgmt