CHiPS Bid Submission Manual English

Chhattisgarh e-Procurement module
Version 2.1
25/05/2016
Releasing Part – I Part – II
Create Tender Workflow Trouble Shoot
Corrigendum Opening Opening
CONTENT
FOREWORD ........................................................................................................................................... 3
1.1 DSC Registration ............................................................................................................................. 4

1.2 Procedure to obtain DSC for foreign vendors.................................................................................. 4
1.2.1 Documents required .............................................................................................................. 4
1.3 Installing Java Runtime Environment .............................................................................................. 5
1.4 Regional & Language Format Settings ............................................................................................ 9
1.5 Login .............................................................................................................................................. 11
1.5 Forgot Password ........................................................................................................................... 14
1.6 Change Password ......................................................................................................................... 15
SECTION 2 : Defining key elements of e-procurement module ........................................................... 16

Pre-tendering ........................................................................................................................................ 16
2.1 Tender Type .................................................................................................................................. 16
2.1.1 Open Tender ........................................................................................................................ 16
2.2 Vendor Category ........................................................................................................................... 16
2.2.1 “A” Category vendor ............................................................................................................ 16
2.2.2 “B” Category vendor ............................................................................................................ 16
2.2.3 “C” Category vendor ............................................................................................................ 16
2.2.4 “D” Category vendor ............................................................................................................ 16
Tendering stage .................................................................................................................................... 16
2.3 Tender Category............................................................................................................................ 16
SECTION 3 : Bidding in a tender – techno-commercial bid .................................................................. 17
SECTION 4 : Bidding in a Tender – Price bid ....................................................................................... 17
SECTION 5: Trouble Shoot.................................................................................................................... 17

FOREWORD
Chhattisgarh infotech and biotech promotion society or CHiPS is implementing integrated e-

Procurement system across all departments of the Chhattisgarh state. CHiPS is a society under
Government of Chhattisgarh facilitating the implementation as the State Implementing Agency and
mjunction, as the Systems Integrator, is helping CHiPS for the smooth implementation of the system.
The “Supplier Manual” is prepared for creating awareness among the suppliers of all government
departments of the State who are using the integrated e-Procurement system. The manual is intended
to help a seller or bidder to fully understand the bidding process workflow so that one can place a bid
in the selected tender.
Several improvements have been made in the current system to overcome the difficulties to bid in a
tender, compared to the earlier system.
For a registered bidder, the access to all departments is through one single login and password. To
register, there is a “new user” link on the home page. Though viewing an open tender is free to all
suppliers, to participate in a tender, one needs to mandatorily do the registration in the new system.
Debarred or blacklisted vendors would be able to view tenders but would not be able to bid in a tender.
To use the e-Procurement system, one needs to procure (if not already procured) a digital certificate
(Class II or Class III), install Java in the machine and set the language for proper functioning of the
module. This has been explained in the Section 1 of the document.
Section 2 helps the reader to understand various key elements of e-procurement module
Section 3 helps to understand how to bid in a tender and is focused on the bid submission.
Section 4 helps to understand how price bid screens would look like for various tender category.
Section 5 discusses the common trouble shoot
While going through the document, one may repeatedly come across the terms “RFQ” or “NIT”. This
should be considered as “tender”. Further, in places where supplier or seller is used, it should be read
as “vendor”.
Currently 2 part tender has been standardized in the e-Procurement module. The first part consists of
the pre-qualification and techno-commercial while the second part consists of submission of price bid.
In case you have any suggestion or idea to improve our present service, please contact our help desk
at the toll free no 1800 258 2502 from 9 AM to 11 PM on weekdays or email at
[email protected].
SECTION 1 : PC Setup and Initial Login Guide
1.1 DSC Registration

The process of utilizing e-procurement necessitates usage of DSC (Digital Signature Certificate)
(Class II or Class III – Signing & Encryption) and you are requested to procure the same immediately,
if not already available with you. Please note that only with DSC, you will be able to login to the e-
procurement secured site and take part in the tendering process.
The contact details of the DSC Certifying Authorities are given below
Sl. No CA Website Address

1 e-Mudhra www.e-Mudhra.com
2 GNFC www.ncodesolutions.com
3 IDRBT www.idrbtca.org.in
4 MTNLTrustline www.mtnltrustline.com
5 NIC www.nic.in
6 Safescrypt www.safescrypt.com
7 TCS www.tcs-ca.tcs.co.in
1.2 Procedure to obtain DSC for foreign vendors
A step by step procedure to be adhered prior to obtaining of the DSC is given below.
a) The vendor downloads the Registration/Application form from any of the licensed CAs as
approved by CCA. (Please visit website https://cca.gov.in for details)
b) Vendor fills up the application form along with the requisite documents as mentioned
below and visits the Indian Embassy along with the original documents corresponding to the
certified true copies.
c) The above mentioned documents are then certified by the Indian Embassy.
d) Online fund transfer has to be made by the vendor of Rupee equivalent amount in the
respective country’s currency ( Swift code of the CA’s Bank will be provided by the CAs on
request)
e) The Indian Embassy’s documents then to be couriered to the respective CA.
f) The CA issues the DSC along with e-token and sends the same to the vendor.
1.2.1 Documents required
I. Any one of the below mentioned documents is required to be submitted by a foreign vendor
to Indian embassy for obtaining Class II or Class III digital certificate on behalf of an
Organization/Enterprise (certified true copy from either Company Secretary or a Director
or Partner of the Organization):
a. Certificate of Incorporation
b. Memorandum and Articles of Association.
c. Registered Partnership Deed
d. Valid Business License document
4 | Supplier Manual
II. Certified true copy of any one of the following

a. Annual report
b. Income tax return
c. Statement of Income
d. Bank details of the Organization
III. Documents required with each digital certificate application (Both of the below mentioned
documents are required in original)
a. Authorization letter in favor of the certificate applicant from the applicant’s organization (as
per format attached herewith). The authorizing person should be one rank higher in that
organization.
b. Latest Color Passport size photograph of the applicant
c. Copy of Visa, Passport & International driving license (attested by the company stamp and
signed by the applicant. Original will be returned after verification by Indian Embassy)
1.3 Installing Java Runtime Environment
Open Internet Explorer
Visit eproc.cgstate.gov.in
Click – Download
Click - Java
Click – Java Runtime Environment
Click – Which should I choose?
Click – Download
i.
5 | Supplier Manual
 Open Internet Explorer

 Visit: eproc.cgstate.gov.in
6 | Supplier Manual
Click Java Runtime Environment
Click “Which
should I choose?”
7 | Supplier Manual
Click Download
8 | Supplier Manual
1.4 Regional & Language Format Settings
1. Go to Control Panel
2. Click Regional and Language Options icon
3. Select English (United States)
4. Click OK
Go to Control
Panel
9 | Supplier Manual
Click Regional and

Language Option
Select English
(United States)
Select OK
10 | Supplier Manual
1.5 Login
Open Internet Explorer
Visit eproc.cgstate.gov.in
Type your user ID, Password and select Organisation / Department from drop down
Click - Submit
Click - Correct Digital Certificate from the list
Select your Certificate and Click Ok
Click - Allow
Note: Multiple popup dialogues for DSC selection will appear. Please select your Digital Certificate
and press OK button.
Select correct digital

certificate from the list
Click Allow
Select the relevant

certificate
Click OK
1.5 Forgot Password
1. Click Forgot Password
2. Enter User ID & registered Email address
3. Click - Submit
Note: A new password would be sent to your registered email address
1.6 Change Password
1. Click - “Change Password”
2. Enter Old Password, New Password, Retype New Password, Security Answer
3. Click - Enter
Prepare Draft Tender

SECTION 2 : Defining key elements of e-procurement module
Pre-tendering
2.1 Tender Type - There are mainly 4 types of tenders, namely –
2.1.1 Open Tender – In this type of tender, both existing and new vendors can participate.
However, new vendors needs to register in e-Procurement system for participating in
bidding process
2.1.2 Limited Tender – In this type of tender, only vendors specified by tenderer are allowed to
participate.
2.1.3 Restricted Tender – In this type of tender, only specific category of vendors are allowed to
participate.
2.1.4 Short Tender – In this type of tender, number of bid part is 1 i.e. techno-commercial and
price bid are opened simultaneously.
2.2 Vendor Category – There are 6 categories of vendors defined and this plays an important role
during restricted tender.
2.2.1 “A” Category vendor – May participate in tender greater than Rs 10 crores by value (PAC
value)
2.2.2 “B” Category vendor – May participate in tender upto Rs 10 crores by value
2.2.3 “C” Category vendor – May participate in tender upto Rs 2 crores by value
2.2.4 “D” Category vendor – May participate in tender upto Rs 1 crore by value
2.2.5 “UGE” – Unemployed Graduate Engineer
2.2.6 “UDE” – Unemployed Diploma Engineer
2.2.6 Other – Any other than the above described.
Tendering stage –
2.3 Tender Category – There are 5 categories of tender
2.3.1 Lumpsum – Only one value field is activated for bidding
2.3.2 Percentage – Only percentage value field is activated for bidding.
2.3.3 Item Rate – Individual item rate fields are activated for bidding. Summation is auto
populated and displayed after bidding.
2.3.4 Item Rate Lumpsum – Only one value field is activated for bidding. However, in back-end,
SOR details is automatically increased / reduced depending on quoted value.
2.3.5 Rate Contract - Individual item rate fields are activated for bidding.
SECTION 3 : Bidding in a tender – techno-commercial bid
3.1 Live tender – A tender gets the status of ‘live’ post after interest is shown by the bidder to
participate in the same, after login in. This is true in cases of open / restricted / short tenders (1).
However for limited tender, the bidder finds the tender as ‘live’ (2). The displayed screen shot
below is of the dash board post log in.
2 1
3.2 Filtering Live tenders – If the bidder finds several tenders of interest in open, restricted and short
tender cases, he can follow the steps below to filter them and keep as ‘live tender’.
3.2.1 View RFQ – Go through menu by pressing “Tenders” followed by “View”.
3.2.2 Interested button – Post selection of option to “view RFQ”, an “interested” button appears
on the right side of the screen. This button cannot be viewed for limited tender cases.
3.2.3 Accept - all terms and conditions to be accepted by clicking on “I Agree/ Accept” link.
Continuing the process for all open, restricted or short tender, one would be able to filter all tenders to
‘live’ section and isolate them as favorite tenders.
3.3 Agree to submit quote – To agree to submit quote, there are 3 steps -
3.3.1 View tender - From menu, press tender followed by view.
3.3.2 Click – Respond to RFQ button – Scrolling down the page, click on “respond to RFQ”
3.3.3 Select appropriate radio button of approval and press enter
3.4 Pay EMD – Paying EMD has 3 steps -
3.4.1 Add quotation - After pressing ‘enter’, ‘add quotation’ button appears to create a quotation.
This can be alternatively accessed from menu through ‘quotation’ followed by ‘add’.
3.4.2 Input details – EMD can be paid by various means. Details need to be filled up in the screen.
3.4.3 List details – After input a screen displays key details entered.
3.5 Quotation preparation -
3.5.1. Submission of technical bid - may be done thereafter by clicking quotation option followed
by the submenu ‘add’ as shown below.
3.5.2 Status intimation – This intimation comes up with selection of the tender. For tenders where
interest to participate has already been expressed, a “responded” message is shown.
3.5.3. Technical details input page and attachment entry screen appears thereafter for entry. “Add
attachment” button helps to add technical documents required for the tender.
3.5.4 Appropriate Digital Certificate needs to be selected for attachment of documents. As the
name suggests, attach/ Detach button helps to attach or detach documents.
3.5.5. Attached files needs to be signed.
3.5.6. Item entry – “Save and go to item” takes the bidder to bid for the items spelled out in the
tender document. Item biddings screens for other tender categories are covered in
section4.
3.5.7 a. You can also regret some items (if required) by clicking on – “Save and Select Items”.
Save and select items option is available for rate contract tenders.
b. Click on “Generate For Item Select and Upload” link – to download the excel containing the list
of items
c. Regret the items (if required) in the downloaded excel as done in previous step and then upload
the same by browsing the file and clicking save.
3.5.8 Submit your offer by click on – “SAVE THROUGH EXCEL”. This option is available for only
item rate and rate contract tenders.
In this option in the SAVE THROUGH EXCEL page, supplier downloads the excel sheet and
uploads the same after entering prices for the items he is interested in.
3.5.9 Submission – After all required inputs are fed in, the quotation is submitted by pressing
“submit quotation” button.
3.5.10 Recheck – A rechecking screen appears after submission button is pressed. In the rechecking
screen, Supplier should keep in mind that all the mandatory fields in that page should be filled.
3.5.11 Final submission – Final submission is done with “confirm” button and
selection of appropriate certificate.
The supplier then needs to check all the checkboxes and click on Submit button.
3.5.12 Final confirmation screen of submission of bid is displayed to assure that bid is
successfully submitted.
SECTION 4 : Bidding in a Tender – Price bid
4.1 Price bid section varies with different tender category. The input screen would be different for the
categories in following way
SL Tender Category Description

4.1.1 Rate Contract Quantity would be 1 by default. Rate needs to be filled item-wise
4.1.2 Item Rate Quantity would be shown. Rate needs to be filled item-wise
4.1.3 Item Rate Lumpsum Only one input field for Lumpsum value
4.1.4 Percentage Percentage of premium / discount to be shown over PAC value
4.1.5 Lumpsum Only one input field for Lumpsum value
4.1.1 Rate contract entry screen –
4.1.2 Item rate input screen
4.1.3 Item Rate Lumpsum input screen
4.1.4 Percentage input screen
4.1.5 Lumpsum input field
Section 5: Trouble Shoot
General problems -
The eProcurement solution is designed in such a way that it overcomes any type of system
malfunction in normal course of activities. All types of testing (Unit, Integration, Systems and Load
testing etc.), has been done during the testing phase before the User Acceptance Testing by the
client, to make sure that the eProcurement system works smoothly. Regular auditing also
ensures the security of the system for connectivity, data, server availability etc. In spite of all
these measures, the system may get affected due to one or more of the following reasons:
1. Internet Failure
2. System Failure due to Natural Calamity
3. Major Power Failure
4. Local Problems
5. Other unforeseen events
Here, focus is more to the bid submission activity as other events such as posting new tenders
may not be as critical as Bid submission, for which predefined timelines are already fixed. The
decision taken will be uniformly applicable for all stakeholders of the system.
(1) Internet Failure
If the eProcurement portal is not accessible to the users because of overall Internet failure
due to some major faults in the underground cables / satellites or failure due to the global
Internet Service Providers, the System Administrator in consultation with the tender inviting
authority may extend the scheduled time for the specific tenders with respect to the governing
rules. The System Administrator will judge based on the overall effect of the failure and after
confirmation from the implementing agency the bid submission dates will be automatically
extended for bids that are due for submission during the failure period using the Administrative
Corrigendum.
The stakeholders will get automatic mails from the system relating to the action taken.
(2) System failure due to Natural Calamity:
If the system / connectivity fails due to natural calamities like Earthquake, Tsunami, Cyclone,
flood etc., the System Administrator / tender inviting authority may consider this as an
emergency situation and decision for further extending the eProcurement activities will be
taken in consultation with the highest authority of the implementing agency. Based on the nature
of disruption of service, the bid submission time will be extended. Mail alerts from the system will
also be enabled for communicating the bid submission extension.
(3) Power Failure
If the system fails due to major power failure (due to malfunction of the Power Grids/ power
productivity plant / Unexpected Hardware failure / Networking issues) the System
Administrator in consultation with the implementing agency may decide based on the situation
and extend the time limit for bid submission as per the governing rules and regulations.
(4) Local Problems
The bidders / users may not be able to connect to the system due to local problems like
internet connectivity, client system failure, browser problems etc., these kinds of activities should
not be considered as the mal-functional of the e-Tendering /eProcurement system. The bidders /
users are advised to make alternate arrangements to overcome these kinds of local problems
and submit their bids in time without fail.
If the individual’s Digital Signing Certificate is expired or not usable due to any reason related
with the issuing authority and the bidder is not able to connect with the eProcurement system,
this will not considered as the system malfunction. The bidder has to rectify these kinds of
problems well in time and submit the bids properly.
By analyzing traffic control, random check of data transmission etc., the system administrator
monitors the system functionality in regular and periodic intervals. The server/system generated
error reports are traced from the log and monitored regularly. In case, any malfunction of the system is
diagnosed, that will be taken into consideration for rectification.
In case, the users convey / report any malfunction of the system, those reports are attended
by the Helpdesk in the first instance. In case, the Helpdesk doesn’t have a solution for
the problem reported, that will be communicated to the higher level authority of the respective
department. In turn, if they are not able to solve the problem, that will be brought to the notice
of the core team member of the development/implementation team for further and necessary action
with respect to the governing rules.
(5) Other Unforeseen events
In very few cases, due to various reasons, the law enforcing agency may issue directions for
extension of bid submission end dates, which may be received by the department after the
bid submission end date. The extension of bid document cannot be made by the tender
inviting authority through the system. In such cases, the copy of the letter received from the
Competent Authority is to be scanned and safely preserved in the system for future verifications.
The System / Application administrator will facilitate the TIA (Tender
Inviting Authority) to create a corrigendum through the Administrator menu. The respective Tender
Inviting Authority should extend the dates by issuing appropriate corrigendum so that fair chances are
provided to all stakeholders.
Specific bidding related problems
In case, the bidders are not able to submit their bids, due to malfunction of the system
because of the any of the above mentioned reasons, the System Administrator in
consultation with the appropriate authority will extend the bid submission date by 24/48/72
hours for all tenders which are due for bid submission after the specified date and time, automatic
mails will be sent to the respective Tender Inviting Authorities/ Bidders. If the Tender
Inviting Authority decides, he may extend the Bid Submission date and time in consultation with
the higher authorities of the concerned departments, as required in the individual cases, and
the required corrigendum can be published on the website. Automatic email communication will be
sent to the bidders regarding the latest corrigendum.

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Chhattisgarh e-Procurement module

1.1 DSC Registration ............................................................................................................................. 4

SECTION 2 : Defining key elements of e-procurement module ........................................................... 16

SECTION 3 : Bidding in a tender – techno-commercial bid .................................................................. 17

SECTION 4 : Bidding in a Tender – Price bid ....................................................................................... 17

SECTION 5: Trouble Shoot.................................................................................................................... 17

Chhattisgarh infotech and biotech promotion society or CHiPS is implementing integrated e-

Section 5 discusses the common trouble shoot

SECTION 1 : PC Setup and Initial Login Guide

1.1 DSC Registration

Sl. No CA Website Address

1.2 Procedure to obtain DSC for foreign vendors

1.2.1 Documents required

II. Certified true copy of any one of the following

1.3 Installing Java Runtime Environment

Open Internet Explorer

Click – Java Runtime Environment

Click – Which should I choose?

 Open Internet Explorer

Click Java Runtime Environment

1.4 Regional & Language Format Settings

2. Click Regional and Language Options icon

3. Select English (United States)

Click Regional and

Open Internet Explorer

Click - Correct Digital Certificate from the list

Select your Certificate and Click Ok

Select correct digital

Select the relevant

1.5 Forgot Password

1. Click Forgot Password

2. Enter User ID & registered Email address

Note: A new password would be sent to your registered email address

1.6 Change Password

1. Click - “Change Password”

Prepare Draft Tender

2.1 Tender Type - There are mainly 4 types of tenders, namely –

2.2.5 “UGE” – Unemployed Graduate Engineer

2.2.6 “UDE” – Unemployed Diploma Engineer

2.2.6 Other – Any other than the above described.

2.3 Tender Category – There are 5 categories of tender

2.3.1 Lumpsum – Only one value field is activated for bidding

2.3.2 Percentage – Only percentage value field is activated for bidding.

SECTION 3 : Bidding in a tender – techno-commercial bid

3.3.1 View tender - From menu, press tender followed by view.

3.3.3 Select appropriate radio button of approval and press enter

3.4 Pay EMD – Paying EMD has 3 steps -

3.5 Quotation preparation -

3.5.5. Attached files needs to be signed.

SECTION 4 : Bidding in a Tender – Price bid

SL Tender Category Description

4.1.1 Rate contract entry screen –

4.1.2 Item rate input screen

4.1.3 Item Rate Lumpsum input screen

4.1.4 Percentage input screen

4.1.5 Lumpsum input field

Section 5: Trouble Shoot

(1) Internet Failure

(2) System failure due to Natural Calamity: