User Manual (e-Tendering)

1 E-Tendering Vendor Guidelines Manual Page 1 User Manual (e-Tendering) Guidelines to Vendors for Online Tender Submission On MIDC Portal Online Tender Management Module PWIMS TM e-Tendering Vendor Guidelines Manual Page 2 Table of Contents 1) Introduction: 3 2) registration process 4 Steps needs to follow by vendor who is falling in Stage 1(Registered Vendor). 4 Steps needs to follow by vendor who is falling in Stage 2(Non Registered Vendor). 8 3) Prerequisites for Submission of Bids on MIDC e-Tendering Portal 14 4) Guidelines for submission of Bid on MIDC e-Tendering Portal 15 ) Process of downloading the Tender Document 19 ) Process to Raise Query for the Tender 21 ) Process of Document read confirmation 23 ) Process of submission of Tender fees, EMD ,Application Support amount . 25 ) Process for Submission of Technical bid 27 ) Process for Submission of Commercial Bid 32 ) Process for Resubmission of Commercial Bid 37 ) Process for Withdrawal of Bid 43 e-Tendering Vendor Guidelines Manual Page 3 1) Introduction: Maharashtra Industrial Development Corporation (MIDC) has taken initiative to automate complete works procurement life cycle process of Engineering Department.

2 Under this initiative MIDC has adopted the product Works management System (PWIMSTM). The complete system ensures seamless data flow among the various processes under 3 major stages of procurement of works Pre-Tendering, Tendering and Post tendering. The Works Management system is a part of total Microsoft Dynamics based ERP system implemented at MIDC to operate and control entire functionality of MIDC organization connecting all the departments. Under the tendering stage, MIDC is going to invite bids online by implementing e-Tendering module of PWIMS The purpose of this document is to explain the entire process of how a vendor (Read as Contractor in case of Works) is going to use e-Tendering system to participate in bidding process online. This Manual explains How to : 1. Get Registered on e-Tendering Portal System 2. Get list of published tenders 3. Submit the bids online e-Tendering Vendor Guidelines Manual Page 4 2) registration process The users are required to get registered on e-Tendering Portal of MIDC before they can access the system online and participate in the bidding process.

3 In order to get registered on e-Tendering portal the vendors needs to have a valid endorsement number which is issued by MIDC office. For the registration as user of e-Tendering portal of MIDC shall be in two Stages. Stage 1: If vendor is already registered with MIDC, needs to go to concern division office and collect the Endorsement Number from MIDC authority. After collecting endorsement number follow the below given steps. (Registered Vendor) Stage 2: If vendor is not registered with MIDC, Needs to complete the registration process in Portal as below given steps in Stage -2. (Non Registered Vendor) Steps needs to follow by vendor who is falling in Stage 1(Registered Vendor). Step 1> Go to Internet browser (Microsoft Internet Explorer is preferred Browser) Step 2> Type the URL > and press enter, below Screen will display. Step 3> Click on e-Tender link Step 4> The following Vendor Login/ registration Page will be displayed.

4 E-Tendering Vendor Guidelines Manual Page 5 Step 5> Click on Register Here link as shown in below screen. Step 6 > You will be asked to enter Valid PAN Number (A Valid PAN number format is a 10 Digit number consisting of 5 Initial alpha-numeric characters followed by 4 Numeric characters followed by 1 Alpha-numeric characters) as shown in below screen. Step 7> Click on Validate button at the top right corner. The system checks the validity of PAN number. e-Tendering Vendor Guidelines Manual Page 6 If the PAN number is not entered in proper 10 Digit format as described above the system will generate following message. Pan Number entered is not valid, Please enter valid PAN Number . If PAN number is in valid format and vendor data is available in system of MIDC then following message will be displayed. Endorsement number is already collected by vendor now enter the same in below screen Step 8> Click on Validate button at the top right corner When you click on validate button a message will display as below screen, Message says user wanting to register in e-Tendering portal is undertaking that the PAN number used by him is of his/her own company.

5 After click on ok button below screen will appear where vendor have to create user id and password for accessing online MIDC E-Tendering Process. e-Tendering Vendor Guidelines Manual Page 7 After entering of all valid details vendor have to click on submit button, on click of submit button a message will appear as below screen. Which shows vendor is successfully registered with MIDC E-Tendering System. The fields under this section should be filled using following guide lines. User Id: This field contains 6-20 characters, only letters numbers, Underscores are allowed. You should not use any special characters while defining User ID. This ID will be unique to you for e-Tendering Portal. Password: This field can contain minimum 6-20 character and should contain at least one special character for eg. _, or !or@ and one numeric character. Example: abcDFr@53 Security Questions: This is the question which will be asked by you when you forget your password and want the system to reset this.

6 You need to select the most appropriate question out of a list of questions given in the selection box. (Tip: Select the one of which you can easily remember the answer but it is difficult for others to crack that) Security Answer: Type your own answer for selected security question. Remember that this Security answer will be matched with what you would give in case you select Forget Password option. It is important that you remember this or note it down at secured place. e-Tendering Vendor Guidelines Manual Page 8 After successful completion of above all steps vendor (MIDC already registered) will get registered on E-Tender Portal of MIDC. And can use the user id & password for login into E-Tendering System. Steps needs to follow by vendor who is falling in Stage 2(Non Registered Vendor). Step 1> Go to Internet browser (Microsoft Internet Explorer is preferred Browser) Step 2> Type the URL > and press enter, below Screen will display e-Tendering Vendor Guidelines Manual Page 9 Step 4> Click on e-Tender link Step 5> The following Vendor Login/ registration Page will be displayed.

7 Step 6> Click on Register Here link, below screen will displayed e-Tendering Vendor Guidelines Manual Page 10 You will be asked to enter Valid PAN Number (A Valid PAN number format is a 10 Digit number consisting of 5 Initial alpha-numeric characters followed by 4 Numeric characters followed by 1 Alpha-numeric characters) Step 7> Click on Validate button at the top right corner. The system checks the validity of PAN number. If the PAN number is not entered in proper 10 Digit format as described above the system will generate following message. Pan Number entered is not valid, Please enter valid PAN Number . If PAN number is in valid format. Then it will show a message as below screen. Message says user wanting to register in e-Tendering portal is undertaking that the PAN number used by him is of his/her own company. Step 8> Click on ok button, below screen will appear here vendor have to enter the all details.

8 As described after screen e-Tendering Vendor Guidelines Manual Page 11 . e-Tendering Vendor Guidelines Manual Page 12 Company Information Section: Fill in the fields Name of company, Address Country, State, District, City and Pin code. The Company s General or Board Phone Number, Fax Number and URL of website should be mentioned in the respective fields. Please Note: Fields marked with * are mandatory. Contact Information Section: Under this section vendor should provide information about the person who is going to be a contact point with the MIDC officials. The Contractor s field of specialization will also be given here. Company registration numbers in VAT & Service Tax are also entered in the this section of the page. Login Information Section: In this section you create Login ID and Password which will be used by you subsequently to log into the e-Tendering Portal for bid information, preparation and submission process.

9 The fields under this section should be filled using following guide lines. User Id: This field contains 6-20 characters, only letters numbers, Underscores are allowed. You should not use any special characters while defining User ID. This ID will be unique to you for e-Tendering Portal. Password: This field can contain minimum 6-20 character and should contain at least one special character for eg. _, or !or@ and one numeric character. Example: abcDFr@53 Security Questions: This is the question which will be asked by you when you forget your password and want the system to reset this. You need to select the most appropriate question out of a list of questions given in the selection box. (Tip: Select the one of which you can easily remember the answer but it is difficult for others to crack that) Security Answer: Type your own answer for selected security question. Remember that this Security answer will be matched with what you would give in case you select Forget Password option.

10 It is important that you remember this or note it down at secured place. Data Authentication: In order to ensure that data is being placed in the system through authentic page a Captcha is displayed on the page by the system. The user needs to type exactly the same characters to validate and ensure that entry of fields is through an authentic page displayed by the application. Attachment: In order to ensure that details provided about VAT, CST, PAN, BST need to attach scan copy for validating the data. Step 9> Click on Submit button to complete the registration process. On successful acceptance of USER ID and Password system will display a message Vendor Registered Successfully as shown below. e-Tendering Vendor Guidelines Manual Page 13 After completion is all above steps vendor have to visit concern MIDC division office with original data for cross verification. After successful verification of data MIDC will provide Endorsement number to vendor for completion of registration process in MIDC E-Tendering Portal.