Special Instructions to the Bidder for participating in e-Tender

Indian Oil Corporation Ltd. has developed a secured and user friendly e-Tendering system
through National Informatics Center (NIC), which enables Vendors / Bidders to Search, View,
Download tenders directly and also enables them to participate & submit online bids on the e-
Tendering site https://iocletenders.nic.in in a secured and transparent manner maintaining
confidentially and security throughout the tendering process.

Bidders are advised to download Notice Inviting Tender along with other tender documents
from the e-Tendering portal https://iocletenders.nic.in free of cost using their digital signature
& registered user ID. The bids should be submitted online on our e-Tendering portal only. EMD
/ any other document(s) as per Tender (to be submitted in original) must be submitted before
the due date and time failing which the bid shall be summarily rejected.

Vendor should have a legally valid Class II or above Digital Certificate as per Indian IT Act from
the licensed Certifying Authorities operating under the Root Certifying Authority of India (RCAI),
Controller of Certifying Authorities (CCA) of India (For details regarding Digital Certificate
Provider please refer to Point 8 of “Information about DSC” on the home page). All interested
bidders are requested to register themselves using the link “Online Bidder Enrollment” on the
home page and enroll their digital certificate during their first login attempt.

It is advised to take extreme precaution while mapping digital certificate to a particular

user profile. Once a digital certificate is enrolled to a user account, it cannot be used for
any other registration in the system.

Bidders are requested to read following conditions in conjunctions with various conditions,
wherever applicable appearing with this bid invitation for e-Tendering.
The conditions mentioned herein under shall supersede and prevail over the contradicting
conditions (if any) mentioned elsewhere in the tender documents.

1.0 Procedure to submit On-line Bids

For this purpose, Vendors/Bidders are advised to read the instructions available in the
homepage of the portal where detailed procedure for submission of bids is available under the
section “Bidders Manual Kit”.
 Special Instructions to the Bidder for participating in e-Tender
2.0 System Generated Communication(s)

The alerts / reminders in the form of SMS / e-Mail are sent to bidders by the system at various
stages of tender as mentioned below:
o Reminder for Registered Digital Certificate Expiry before 30 days;
o Issuance of Limited Tenders to the selected bidders;
o Change in Password;
o Bids uploaded but ‘Freeze’ button not clicked;
o On issuance of Corrigendum if the tender is downloaded from DSC Registered Account/
made it favorite;
o Posting of any Techno-Commercial Query by the department;
o Date and Time for Opening of Price Bid to all technically accepted bidders ;
o AOC to successful bidder(s).

Please note, communication alerts in the form of e-Mail/SMS will be sent to the bidder if and
only if

 His/her e-Mail/Mobile No. registered in the portal is correct and latest.

In addition to the above communication, the information is updated in portal under ‘Pending’
section of Dashboard like:
a) Limited Tender(s) to be made as favorite;
b) TQ/CQ to be responded;
c) Bids to be frozen;

All bidders must login and visit their DASHBOARD section on regular basis to get the timely
updates related to the pending activities as mentioned above at their end to act timely even if
they have missed any communication sent to them in the form of e-Mail / SMS by system.

3.0 Tender Search

All tenders available on the website can be searched by using the “Search Active Tenders”
menu under Bidder’s profile. Use any of the searching criteria to search your tender. For a
refined search, enter e-Tender ID under “Tender ID” or enter Work Title under “Work/Item
Title” and click Submit. The intended tender(s) should be checked and saved as “Favorite” by
 Special Instructions to the Bidder for participating in e-Tender
clicking on the check box. The bid submission process will start by clicking the menu “My
Tenders”.

4.0 My Documents

Provision of “My Documents” is available to bidders for uploading frequently required

documents in advance.
However, Uploading of any document in “My Documents” does not imply that the same is
submitted along with any tender.

5.0 Price Bid

Price Bid (BOQ) as given in the tender must be downloaded and saved at bidders’ local PC /
Laptop without any change. Bidders shall fill the required details/prices in BOQ, save it and
upload the filled-in BOQ in the portal.

6.0 Tampering of Documents

The following shall be considered as Tampering of documents:
o Submission of Scanned copy or Photocopy of Price bid (BOQ);
o Submission of any file other than original Price Bid (BOQ);
o Insertion of additional sheet(s);
o Change in content or context of the original file;
o Protection of Workbook over and above Sheet Protection done by IOCL.

Such bids will be summarily rejected at the time of evaluation.

7.0 Uploading and Confirmation

Bid along with all the copies of documents should be submitted in the electronic form only
through Indian Oil e-Tendering system. Bidder has to ensure that their bid submission is
complete in all respect by clicking on the ‘FREEZE BID SUBMISSION’ button. Any revision or
amendment in bid after bid submission shall be possible only up to the due date and time of
submission of tender. Bidder in turn will receive an acknowledgement against his/her bid
submission. Successful submission of bid can also be verified under “My Bids” section.
 Special Instructions to the Bidder for participating in e-Tender
8.0 In case of Online Earnest Money Deposit (EMD)

A. Payment of Earnest Money Deposit (EMD)

(a) The requisite EMD amount be submitted online by using either of the following
methods ONLY:
I. Through “Online Net Banking” (for stage wise process, please see below)

II. Through “NEFT / RTGS” (for stage wise process, please see below)
(b) In case of online payment through Net Banking the bidder should have active bank
account with internet banking facility. IOCL e-Tendering portal facilitates online
transaction for all major banks.
(c) The Bank account used by the bidder for submission of EMD should remain available
till the complete processing of the tender for refund (if any).
(d) Freezing of Bid can be done only after completion of EMD submission process.

B. Refund of Earnest Money Deposit (EMD)

For detailed process of EMD refund, please refer “FAQs-IOCL-Online-EMD” document
attached as part of Tender Documents.

9.0 Process for Online Earnest Money Deposit (EMD)

There are three steps to pay EMD

1. Claiming EMD Exemption, (if applicable) - Bidder to confirm whether he is exempted
from EMD payment or not. If he is exempted from EMD payment then portal will ask to
upload Exemption document.
Special Instructions to the Bidder for participating in e-Tender
2. Payment Detail - Bidder to check the EMD amount to be paid before making online
payment.

3. Online EMD Payment Process – Bidder can proceed to pay Online EMD anytime during
Bid submission window by clicking “Click on NEXT BUTTON to process online payment”
button.
Special Instructions to the Bidder for participating in e-Tender
Bidder to check the amount of EMD

Online payment option- There are two options i.e. Online NetBanking or NEFT / RTGS
mode.
a. In case of Online Net Banking, bidder must have net-banking user ID and password.
b. In case of NEFT / RTGS, site will generate the Payment Challan, which bidder will
submit to his bank in physical form for making payment. After making payment,
bidder to update the payment detail on to e-tender portal.

a. Online Net Banking

In case Net Banking is selected by clicking on – “Online Net Banking”, System will
take bidder to Payment Gateway site where bidder has to select net-banking bank
name, here in the exemple, State Bank of India is selected. Bidder can make
payment as any other net-banking payment is being made.
Special Instructions to the Bidder for participating in e-Tender
Special Instructions to the Bidder for participating in e-Tender
Special Instructions to the Bidder for participating in e-Tender
Special Instructions to the Bidder for participating in e-Tender

Once, payment is SUCCESSFUL, payment complete messagae will flash and bidder can
freeze the bid.
Special Instructions to the Bidder for participating in e-Tender
Special Instructions to the Bidder for participating in e-Tender

b. NEFT / RTGS payment

In case bidder selects payment mode as NEFT / RTGS, a payment challan will be
generated for making payment. Bidder to note that they should make NEFT payment
atleast two working days in advance to Bid Submission End Date of Tender.

Note:
1. Only after realization of payment at e-Tendering Portal, “Freeze Bid
Submission” button shall be enabled and bidder can submit their offer by
clicking on “Freeze Bid Submission” button.
2. If the bidder submits bid through claiming “Full Exemption” and uploads NEFT
/RTGS payment proof as supporting exemption document for whatsoever reason
(e.g. late submission of EMD to bank, wrong account selection etc.), such bids
shall be summarily rejected.
 Special Instructions to the Bidder for participating in e-Tender

Bidder to download the NEFT Challan to make payment. Sample Challan is shown below.
Special Instructions to the Bidder for participating in e-Tender
Special Instructions to the Bidder for participating in e-Tender
Once, payment status is SUCCESS, Transaction completion messagae will flash and
bidder can freeze the bid. Here it is showing as ‘Paid –Subject to Bank Clearance”,
status will change to Success on next day.
 Special Instructions to the Bidder for participating in e-Tender
10.0 Help Desk

A. Helpdesk Nos. for portal related issues:

Bidders may contact the following resource persons for any assistance required in this regard.

Mr. Ravi Kolkata +91-8981665512 Mr. Deepak Mumbai +91-9820177883

Mr. Shashi Noida +91-8130634323 Mr. Nitish

+91-124-2861317
Mr. Sawan New Delhi +91-8130269544 Ms. Anamika Gurugram
(3 Lines)

Mr. Vinayak Mumbai +91-22-26722904 Mr. Ankit

Mumbai HelpDesk Tel. No. : +91-22-26447708

HelpDesk Email ID : [email protected]

[email protected]
[email protected]

Business Hours: Mon – Fri, 09:00 to 16:00 Hrs India Time (IST) (GMT + 5:30 Hrs)

B. HelpDesk Nos. for Payment Gateway (PG) and EMD Refunds related issues:

Levels Name Email ID Contact No.

Prajakta Thakur +91-22-67664402

Level 1 Vijaya Dubey [email protected] +91-22-67247353

Vishal Raja +91-22-67247352

Level 2 Latha Balraj [email protected] +91-22-67664407

+91-22-67664401
Level 3 Elton Dcosta [email protected]
+91-9820174940
 Special Instructions to the Bidder for participating in e-Tender
C. HelpDesk Nos. for RTGS/NEFT transactions related issues:

Levels Name Email ID Contact No.

022-61376644
Nikhilesh Prasad [email protected]
Helpdesk
Ankush Patil [email protected] 022-61376652

Level 1 Rupali More [email protected] 022-61376740

Level 2 Nitin Dedhia [email protected] 022-61376752

Level 3 Sudha Alwyn [email protected] 022-61376630

11.0 Special Note

 Bids can only be submitted / resubmitted before the last date and time of submission as
per tender.
 The system time (IST) displayed on e-Tendering web page shall be considered as the
reference time for all transactions and no other time shall be taken into cognizance.
 Bidders are advised in their own interest to ensure that bids are uploaded and submitted
successfully in e-Tendering system well before the closing date and time of bid.
 No physical bid shall be accepted except the documents as specified in tender.
 IndianOil does not take any responsibility in case bidder fails to upload the documents in
the portal within specified time.
 Bidders are requested to provide correct/latest “e-Mail address” and “Mobile No.” for
receiving updates related to e-tender from time to time.

for and on behalf,

Tender Inviting Authority,
Indian Oil Corporation Limited