Instructions for Suppliers/contractors/venders for participation in Electronic Tenders

South East Central Railway have developed fully secured and completely user friendly Application system which will permit venders to Search, View, Download tenders directly from SEC Railways secured website and also participate and submit Online offers in the E-tenders directly from the website in a fair, secured and transparent manner maintaining complete confidentiality and security throughout the tender evaluation process and awarding of contract.

How to submit On-line bids /offers electronically against E-tenders?

�. • All E-tender notices are uploaded and are available on SEC. Railways website(to be announced shortly).

• Vender who wish to participate for E-tenders which are uploaded on

SEC Railways (to be announced shortly) should follow following steps which shall permit them to Search, View, Download and Submit their electronic offers online in a fully secured manner ensuring confidentiality. �. • Venders are advised to read the following instructions for participating in the electronic tenders directly from their computers using Internet.

�. • No late and delayed offers after due date/time shall not be permitted in E-procurement system. �. • Submission of manual offers along with electronic offers shall not be permitted.

�. • Venders must use any computer having Windows 2000 or Windows XP versions of Window operating system and any suitable web browser along with suitable Internet connections.

HOW TO SEARCH, VIEW AND DOWNLOAD E-TENDER?

�. • Venders must go to e-tender website (to be announced shortly) and open home Page and use Tender Search link to Search, view and download tender N.I.T. and attached E- tender document free of cost. �. • Note: All e-tender notices and tender documents are available only in PDF and can be opened using Adobe 6 software utility which can be installed free of cost from Venders home page link by any vender onto his own computers.

HOW TO REGISTRATION WITH EPS APPLICATION?

• Vender must open Login Registration link from Home page and fill login registration form to obtain Login I.D. and create his own password for future use and direct participation in E-tenders.

• Vender must open Login Registration link from Home page and fill login registration form to obtain Login I.D. and create his own password for future use and direct participation in E-tenders.

Note: Without Login registration I.D. vender cannot participate in e-tender. There will be single login I.D. permission for one single vender. There can be more than one I.D for same vender at different location address.

HOW TO OBTAIN DIGITAL CERTIFICATE FROM CERTIFYING AUTHORITY (CA)?

• Venders cannot submit online offers under e-tenders without obtaining valid digital certificate from C.A. There is hyperlink on vender home page giving link to Controller of Certifying Agency (C.C.A.) website and from there one can access CA sites using links provided there. One digital Certificate is valid for specified period and can be used for signing any number of tenders issued by Railways during such validity period.

Note: Only a digitally signed document sent on Internet will be considered as valid signed document on Internet under law (I.T. Act 2001) and can be verified by the receiver to verify identity of sender as attached with that document.

After a vender obtain a digital certificate issued by C. A. in the name of authorized person authorized for filing offers by his company/supplier, and the certificate is installed / stored in his computer or preferably received by him (his authorized person) in form as USB token, a vender can submit his commercial offers On-line using Commercial Rate Page link from venders home page itself.

How to submit commercial offers directly On-line from your computer using Internet?

into his own computer or using his own digital USB token issued to him by the C.A. Application will ask/prompt vender ‘to pl select your digital certificate’ and will digitally sign his commercial offer containing all or any four Commercial Rate Pages as will be filled and submitted by venders. These are attached directly with the main Commercial Rate Page.

II. PERFORMANCE STATEMENT

• Vender should mention their supply performance for Tender item/items in this page as this page is also attached with the ‘ Commercial Rate Page’. This page is not mandatory to be filled up. However if any supply performance is to be given, vendor shall use this page for giving information as desired in this form. The performance information details as furnished and submitted by the vender in this page shall be digitally signed also and will be used for considering past performance, capacity/ capability of the vender and can /will be utilized for decision making later. The performance can also be given by attaching performance documents from your own computer.

III.COMPLIANCE TO SPECIAL CONDITIONS

Vender must fill this page as this page is also attached with ‘Commercial Rate Page’. All Special Conditions, which are pre attached with each e-tender, need Compliance (Yes) or Non-compliance (No) with detail remark to be given in the remark spaces provided for each such condition in case of Non-compliance (No).

Note: In case vender do not give any non compliance (No) for any or all such Special conditions of the e-tender and also do not mention /give any specific deviation/remark against such special condition/s these will be taken as Compliance (yes) to special conditions and Offers will be evaluated accordingly.

IV DEVIATION STATEMENT

Vender shall use this page as this is also attached with Commercial Rate Page to quote for deviations to general tender conditions (I.R.S. or G.C.C.) which are issued under Instructions to tenderer, IRS conditions for Supply tender or General condition of Contract (G.C.C.) for works tenders indicating Clause/S. No, and the deviation, remarks for deviation if any. These will also be part of the commercial offer and will be submitted with digital signature along with the other three pages including the Commercial Rate Page, performance, & compliance page as filled earlier.

This page is however not mandatory to be filled.

Note: In case the deviation page is not filled and left as blank page this will mean that ‘The vender agrees to all the other tender conditions including the I.R.S conditions for Supply contract and /or to G. C. C. for works tenders as applicable.’

Important: To ensure confidentiality of rates and security, The commercial page, containing the Rate values as quoted and submitted under Commercial Rate Page will be transmitted and stored in secured time locked data base in fully secured ENCRYPTED form before transmission on internet channels and shall remain encrypted till tender opening date / time using highest levels of data security standards as provided and tested and also approved by The Certification Authority and will be digitally signed using the valid digital certificate as selected by the vender for verification of Identity of the vender (as provided under law) who submits his electronic bid using the Railways EPS application. All such offers as submitted online will be stored directly into the time locked electronic tender box which can be opened only after the stipulated date and time as stipulated for tender opening by two authorized railway officials who are provided valid digital permissions through Digital Certificates issued by C.

A. in their names and as verified by Railway.

V. ATTACH DOCCUMENTS

Venders can attach text files containing company profile details, financial status and bank statements, scanned copies of authorization letter, plan of executing work certificates, scanned copies of partnership deed and any other letter/document copies etc, which can be created by venders and stored into their computers offline and can be attached using browsing and attach facility available under EPS application on vender's page . Venders are advised to digitally sign these files and preferably encrypt the file data before submitting to the railway website by using following application components directly from Railways website link shown as under:

1.0 File sign component:

This is freely downloadable from railways website from venders home page link and shall be used by vender to select his digital certificate from his computer location and sign digitally one or more attached files.

2.0 File encryption component:

This component can also be freely downloaded by a vender using the website from vender homepage link. Venders will be prompted to digitally sign and encrypt the files and attach with the Commercial Rate Page /commercial offers before submission of offer with the attached files.

Note: File signing and file encryption components must be used only for attaching text /word files as desired to be attached by the vender with their commercial offers / Commercial Rate Page while submitting their online offers. These two software components shall be freely downloadable on any computers using Window 2000 or windows XP operating systems only, directly from railways website home page after vender enters his login I.D. and his password in the vender home page.

Venders are advised to use any computer having windows 2000 or windows XP operating systems for participating in the e-tenders and for downloading tender document free of cost and also for downloading the file sign and file encryption components having Window 2000 or window XP operating systems.

Time Stamping and notarization: Venders can submit the Commercial Rate Page and attached files only within the stipulated date and time of tender opening as notified in the Tender notice. All offers submitted online before the due date and time for e-tender opening shall be notarized free of cost by using Notarization link as available with the Commercial Rate Page link.

Note: Venders cannot submit any offer or attach any file after the due date and time as stipulated under the tender notice.

Tender opening: All venders who have sent /submitted VALID electronic offers directly within the valid tender opening date and time shall have facility to view Tender opening and view the tender tabulation of all the offers as generated by the Application online after the date and time of the tender opening.

How to participate in e- tender opening directly online without attending tender opening at the N. railway office?

Vender who have sent/ submitted their offers online within due date and time of the tender opening as notified in the tender notice can login to the EPS application using their login I.D. and their password in the entry boxes provided under the vender home page and use the tender search option. Venders can open any tender page and see the detailed status of the tender box by using the tender opening link as available on the tender page.

How to submit Tender Cost & EMD using payment gateway facility directly?

The vendor can use the link Submit Payment Details and choose Mode of Payment as Payment Gateway to pay Tender Cost and EMD by filling details of his electronic instrument. The tenderers are advised to keep details of the transaction for their own use.

How to submit Tender Cost & EMD using manual instruments?

The vendor can use the link Submit Payment Details and choose Mode of Payment as Manual Payment to pay Tender Cost and EMD by filling details of his manual instrument. However, the tenderers are advised to send the original manual instrument to Controller of Stores, Northern Railway, Baroda House, New Delhi-110001 so as to reach this office before opening date and time. In case this is not received in time, the offer shall be treated as Invalid Offer.

How to send /submit requests for amendments to contract/purchase orders?

Venders who are awarded contract/ purchase orders in an e-tender can submit online requests for issue of amendments in a purchase order by going to N. Railway, EPS website under heading VIEW NOTICES against any tender.

Following facilities shall be provided to the vendor under e-procurement application system:

  1. Free online login registration I.D. for online participation in e- tenders.

  2. Free E-Tender search and download of tender documents and tender corrigendum.

  3. Direct participation and online submission of electronic offers in an e-tender.

  4. Direct submission of offers in standard Coomercial Rate Page in fully secured manner.

  5. Direct viewing of tender opening and view of tender tabulation from website on or after tender opening date.

  6. Direct access to view purchase orders details from website and contract/ purchase order links from vender home page..

  7. Direct submission of requests for amendments by contractors using website links from contract page.

  8. Direct receipt of intimations such as notices, intimation, clarification, and notice for negotiation etc and also post contract amendments, requests for

delivery and other amendments of contract through emails as notified by the contractors.

INSTRUCTION TO TENDERERS FOR PARTICIPATION IN REVERSE AUCTION

Reverse Auction: The R.A. Application is designed for allowing direct online participation by limited no of approved venders in the process to whom intimation shall be given prior to holding R.A. with starting and completion time.

  1. It will be mandatory to upload each R.A. notice only with digital certificate of the authorized user who shall later start the R.A. event at stipulated date and time. NO OTHER RAILWAY USER CAN START THE R.A. event to ensure security and confidentiality.

  2. R.A. will pre-suppose that each vender who is intimated for participation in R.A. are pre approved and after verification of their capacity/capability for have been considered as capable for executing the supply /works which r included in the tender.

  3. The approved venders shall have to be pre informed about staring and completion time for each R.A. event. Each R.A. event to be held for one item of supply /works.

  4. Each R.A. event can be started only after pre-stipulated date and time and only after submitting digital certificate permission of an authorized user whose digital certificate public key was to be pre-attached initially while uploading notice for R.A.

  5. Venders can participate in R. A. by using html link from vender’s home page by using search view facility and after declaring their login I.D. and Password can establish the RA. Session.

  6. R.A. session shall begin only after specified date and time allowing vender to submit their offers in an online manner directly using R.A. Commercial Rate Page and submit offers repeatedly and submit digitally signed offers each time in a repeated manner till completion time. Each offer during the R.A. duration will be submitted online showing time of submission.

  7. The process of filling rates offers for R.A. is similar to e-tender process . The process for submitting digitally signed offers is also similar to E-tendering signing process. Vender shall have auto refresh facility for viewing the lowest offers in an online manner. To maintain complete confidentiality of auction process venders shall not be able to see details of other participants who will also be participating in the same R.A. Event.

  8. At the end of completion time vender can view the time scale line /bar graph indicating each offer as received during the entire Reverse Auction process event.

  9. The time scale line/bar graph for each R.A. event after completion will be digitally signed by authorized railway user with his valid digital signature and printed and also manually signed for records.

  10. Buyer /railway user will be able to view detail of each vender participating in the R.A. event.

E-Procurement Application System For Indian Railways

WORK FLOW DESIGN

Procurement functions in Indian Railways form major part of Materials Management activity and these functions are effectively discharged by adopting well established procedures, policy guidelines and practices. As a part of overall reform process Indian Railways decided to adopt and implement E-procurement systems for deriving mutual benefits to the Railways as well as the participating Industry.

The E-procurement Application system has been designed to facilitate and provide online participation in the procurement process by the Buyer and the Suppliers using a common platform and to improve the transparency and access to information. The EGP Application has been integrated with latest digital security features to demonstrate and ensure highest level of security, confidentiality and trust between the buyer and the seller.

Following major activities shall be covered under EPS Application:

Uploading of All types of tender Notices on Railway’s dedicated and secured website.

Uploading of tender documents on website. User friendly search screens are separately provided for the Buyer and the Seller for online access and participation in the procurement process.

Railway’s Home Page screen: The Home page provides direct links for Instructions ,manuals ,general and standard tender conditions which form part of bid documents.

iii.
Create & attach Special tender conditions for seeking the compliance .

v.
Upload the tender documents in PDF format on website with digital signatures using Time stamp, Notarization option . Tenders shall cover all types such

Supply Tender for procurement of goods.

ii. tenders for construction Works and services.

iii. Fabrication (Track) .

There are separate links for creating and uploading advertised/open tenders and also limited tenders issued to only approved and registered venders. Digital Signature: Each E-Tender N.I.T. will be digitally signed before uploading on website.

Vender’s Home page

2.0 Option for free search view and download of the tender documents:

Venders home page provide screens for search view and permit downloading of tender N.I.T., documents and special tender conditions in PDF format free of cost .

Corrigendum to tender and notices:

With each tender record there shall be corrigendum and notices box directly linked with tender document which shall auto create and store corrigendum to tender notices and upload with date and time stamp. Corrigendum shall also be digitally signed for proper authentication.

Application will also declare and attach the public key digital id of tender opening officials. This is necessary to permit data encryption and tender opening only by authorized railway persons.

VENDERS SCREEN: Stage 1:

ONLINE USER LOGIN –REGISTRATION

Vender screens will have links for downloading e-tender documents Advance tender Search facility: Links for attaching General and standard tender documents conditions. Links for Instructions to tenderers VENDERS HOME PAGE shall have Online Vendor LOGIN-REGISTRATION Link For all new venders user login I,D, shall generated by the application after the user fills online login- registration form . Password protection is also building to provide access and proper authentication of the user. Vendors can create their own password for logging in to -- bid submission stage .

Bid submission screen:

Vendors can submit commercial and technical offers directly using standard input screens in an online manner. Identification Process: This is provided by using login I.D. password and digital signature of the vender

3. Digital Certificate are given by C.A at time of obtaining digital certificates and are to be stored in vender’s computer..

After declaring valid login I.D.and password a vender can submit both technical and commercial offers electronically online .

Digital certificates screen: Each vender after downloading the e-tender and after obtaining user-login registration I.D. can obtain digital certificates by using link to C.A. homepage directly from venders screen .

EACH VENDER AFTER OBTAINING DIGITAL CERTIFICATE which will be stored in to his computer directly (A Digital certificate is either directly stored into receivers computer browser or is given in form of hardware token such as a pen drive to be inserted into USB port of receivers computer) as issued by C.A. which shall permit access to Input screens used for submitting offers.

3.ubmission of Commercial offer:

  1. The Application provide for pre-designed input forms where suppliers can fill commercial offers and submit the same in details using pre specified entry spaces.

  2. Application shall auto generate the All inclusive rate before an offer is actually submitted online by suppliers.

    1. Commercial offer shall consist of Four no of standard forms pre designed separately for Supply and Works tenders .These are:

      1. Rate form

      2. Performance sheet form

      3. Special condition compliance sheet

        1. Deviation sheet.

        2. All the commercial data on the rate pages will be auto encrypted using PKI and can be submitted only with valid digital signatures of the sender within specified time and date of e- tender opening.
      4. Following forms will appear after user id and password match becomes OK.

i. Rate form with rate box name and Value space box. ii…SUPPLY PERFORMANCE SHEET

iii. COMPLIANCE SHEET (THIS WILL TAKE ALL SPECIAL CONDITIONS as attached with e-tender case.)

iv.
DEVIATION STATEMENT for compliance to other general conditions .

v.
Facility to attach technical documents and venders profle literature. To provide improved transparency to vendors the application auto create total rates for each item / items with user friendly messages directing venders to fill and submit commercial offers. Before bid can be submitted total all inclusive unit rate will appear in numeric form and vender can modify any rate or all before submitting bid. Each bid document will be digitally signed and time stamped and notarized. Html receipt message is sent to the vender as acknowledgement to submission of online offer with date and time for keeping records. Venders are not permitted to submit electronic bids after stipulated date and time of tender opening.

Each online offer shall be digitally signed and dispatched with public key

envelop of buyers digital public key. This process ensures integrity and

protection of commercial offers. Form encryption: The Commercial data (Rate pages) shall be auto encrypted using PKI /RSA functions. This process ensures that the control for verification of identity of the sender and the decryption and view of commercial offer details is passed on to the buyer only.

with submission by selecting the public key of Railway official who is authorized to open the commercial offer (rate page ) with other three pages at the time of tender opening .

5. E-TENDER BOX OPENING:

  1. Tender box will be date and time locked.

  2. Tender box can be opened only with private keys of min. two tender opening officials whose public keys have been pre declared and pre - attached with uploading of e-tender document. This shall be done internally by application without involving vender. Tender box opening will permit opening only after specified time lock permission. Each tender box will have separate link for opening with time permission is given and with digital permission of two authorized persons. Verification: This is to verify sender’s identity and also ensure bid protection and no tempering. Each offer as received in the E-Tender box will be first verified for digital signature of the sender and shall attach details of senders with the offer. Application will auto decrypt each offer using digital certificate of opening official. Note: E-Tender box can not be opened by any official other than those who are pre authorized and whose public key are pre attached with an uploaded e-tender .

Online tabulation statement preparation.

  1. Verification of Dig. Sig.:

  2. Application shall Verify digital signature on each bid by using verify link for authentication of sender and ensure non tempering. Identity of the sender shall be recreated and attached with each bid after verification of signatures. Acknowledge opened bids: Application will show total no. of received bids in each tender box before verification and also show no. of actually opened bids After Verification at each stage till completion of process of opening of entire e- tender box.

  3. Decrypt (reproduce encrypted offers) with private key of Railway authorized official and use other Account officer private key ( min. two persons) to authorize e-tender box only with permission min of authorized officials.

  4. Freezing of bid document (Rate page with other three forms) and preparation of online tabulation statement in PDF.

  5. Storing each commercial bid in Archive retaining the original encryption and hash function and digital signature of section O.S. or ACOS.

  6. Update tender box database in rdbms automatically.

  7. Print

1. All valid bids received in -time tender box in PDF after verification of digital signature of vender as received and create & print Tabulation sheet and attach digital certificate of tender opening officials, as proof of signatures of stores and account officials. Note: manual signatures on each commercial bid document and tabulation sheet to be obtained from the two tender opening officials. Summary: The application shall therefore at time of tender opening of e- tender box shall

  1. Verify and open commercial bid rate page with other three pages as attached and received in e-tender box duly digitally signed by sender and encrypted with PKI.

  2. Store original rate page in encrypted form in Archive of entire tender box and update database.

  3. Provide Venders online access to his bid and tabulation sheet in PDF. This can be accessed only by a vender whose valid bid has been received in tender box after its opening. Entire bid submission process is maintained in fully secured, confidential and at the same time transparent manner to the vendors. Digital data archive is created for storing entire bidding process in originally encrypted form even after completing decryption process and for maintaining highest level of digital security and confidentiality. Comparative statements are also generated at time of tender opening , when all the electronic offers are verified and acknowledged . The application also demonstrate the progress of tender opening with date and time of opening. Verification process demonstrate the identification of the bidder and can also be saved along with offer details. All offers as received and verified are also converted in PDF documents for saving and printing for decision making. The comparative statement also attach identity of the opening officials which can be printed PDF for records. Facility for linking and attaching Contract documents. Following folders are attached with each tender where buyer can seek pre tender opening and post opening clarifications from venders by attaching vender login I.D. And used for following :

A. validity extention notice.

B. clarifications

C. Negotiation notices

D. Advance acceptance

E. Contract details

E. post contract notices

F. Corrigendum to p.o. /contract

G. Contract performance.

Contract performance tracking:

venders can also search and view contract details as awarded by declaring their Login I.D. and can use the attached folders which are made available to them for seeking amendments to contract and report the completion details.

Data Security features adopted in opening of E-Tender box

  1. Time locking of digital tender box.

  2. Notarized time stamping of tender box opening.

  3. Verification of digital signatures with public key of each vender and hash checking for bid integrity and protection.

  4. Decryption of bid documents with digital permission only

  5. Opening permitted to only two authorized tender opening officials.

  6. e-tender box opening with min. two private keys o f opening officials

  7. Creation of Digital archive for storing original encrypted messages

  8. Access to digital archive only with digital permission.

How to Upload and attach documents with Electronic offers

Venders can create documents in text/word or PDF files, or scanned copies and attach from their own stored location such document/files along with as part of their Electronic offer and submit after attaching such document with their offers on line. These documents can be used to submit offer regarding any of the following information details as per the tender requirements.

i. Company profiles
ii. Performance of supply details
iii. Bank’s payment statement details
iv. Scanned copies of documents
v. Authorization letters
vi. User’s certificates (scanned copy)
vii. Details of machinery and plants
viii. Bankers details
ix. Partnership deeds (for Work Tenders)
x. Technical flow chart
xi. Technical proposal details
xii. Technical specifications and proposed planning details
xiii. Technical features of their offered solutions
xiv. Drawings and diagrams
xv. Pictures ,diagrams and layout proposals etc…

Vender can separately create and save any of above files or documents created in any format such as word, Text or PDF in their computer and follow the steps as given under to attach such document/files with their Electronic offers online in fully secured manner. Step 1 : Login to visit E-procurement website of N. Railway at www.nreps.com

Step 2.: Go to vendors Home page and to “Digital Security folder “. Step 3: Go to list of attachment and download utility under Files “Safescript +file signer +verifier.msi” to yr computer by using this hyperlink. Step4 Use this utility to convert the document u want to attach to as “signed file with “ssig” extn. Step5 Attach original folder and ssig signed copy in the attach document spaces while using browse link attach facility. And upload .online with yr Electronic offers .