CPWD Buyer manual

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					                                                 INDEX
1. LOGIN PROCEDURE: ......................................ERROR! BOOKMARK NOT DEFINED.3
2. MODIFY PROFILE AND PASSWORD ..............................................................5
  2.1 Modify Password : .............................................................................. 5
  2.2 Modify Profile ................................................................................... 5
3. STAGES OF TENDER: ..............................................................................6
3.1) CREATE:...........................................................................................7
  3.1.1) Copy from Old Tender: ................................................................... 8
  3.1.2) CREATE NEW TENDER: ...................................................................... 8
  3.1.2.1)Tender Header: ............................................................................ 8
  3.1.2.2) TENDER DETAIL: .......................................................................... 9
  3.1.2.3. TENDER FOOTER: ....................................................................... 11
  3.1.3.Document Attachment: ................................................................... 12
  3.1.4 AUTHORISING THE TENDER: .............................................................. 14
  3.1.5. CORRIGENDUM: ............................................................................ 15
                                     Buyer Help Manual
3.1.6. SEARCH ENGINE: ............................................................................ 16
3.2) INPROGRESS: ................................................................................... 16
   3.2.1) Sending the Documents: ................................................................. 16
   3.2.1.1. Individual / Manual Sending:.......................................................... 17
   3.2.1.2. Mass Sending: ........................................................................... 18
3.3. OPENING OF TENDER: ........................................................................ 19
   3.3.1) Authorized the EMD: ...................................................................... 20
   (3.3.2) Generating The Comparison Sheet: ................................................... 22
   3.3.3 Downloading the Vendor Document. .................................................... 25
3.4. AWARDING: ..................................................................................... 26
3.5 ) DECLINED: ..................................................................................... 26


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1. Introduction to the browser


Click / Double Click     to open the Microsoft Internet Explorer (This icon can be located on
the Desktop of the computer).




                                               Figure No.1
2. Login screen

Type the website address www.tenderwizard.com/CPWD in the address bar and click “Go” to
access the Login Screen.




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2.1 PKI BASED LOGIN PROCEDURE:

       In the home page, enter “USER ID” and “PASSWORD” provided by the service provider.
Click “ENTER” to login to the website (as in figure no. 1).
       During login time click on click here to loginselect the certificate Type the
password of i-key (hardware key) Type the Login password  and enter into the site. (Refer
below mentioned screens for your reference)




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As a security reason, the system automatically invites user to change the password (as shown in
Figure No.2, This procedure will be only at the time of User First Login), while the user can
follow the steps below:

       1.   Enter the password provided by the service provider in the box provided
       2.   Enter new password in the box provided
       3.   Select hint question
       4.   Enter hint answer
       5.   Click “Submit” to update the new password.

The user needs to re-login with the new password which gives the user, the authentication for
the change of password. Note that User Id remains same all over. In case, user needs to change
the password again, on the left side menu, click “Modify password” and repeat the steps above.

2. MODIFY PROFILE AND PASSWORD
   2.1 Modify Password:

       When you click on “MODIFY PASSWORD”, Screen as shown in the Figure No.2. Will appear.
Enter the new password, Hint Question, Hint Answer in the space provided here user has an
option to change only the password. Click on the submit button to save the changed password




                                              Figure No 2

2.2 Modify Profile

       “Modify Profile” allows Buyer-Department to change its profile. When you click on
“MODIFY PROFILE”, Screen as shown in the Figure No.3 will appear. Here user has an option to
change the Address, phone No, and other information, But he can’t change the roles, location
and division assigned to you for security purpose. Click on the submit button to save the changes.




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Figure No.3


3. STAGES OF TENDER:

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     No           Labels                Description
     1            Create                For Creating or for Floating New Tender in the
                                        Website
     2            Un Applied            This stage lists the tender that are not requested
                                        by any contractors.
     3            In progress           This lists the tenders that are requested by the
                                        contractor.
     4            Opened                This page lists the tenders that are opened.
     5            Awarded               Awarded tenders are listed in this page.
     6            Declined              Cancelled tenders are listed here.


3.1) CREATE:




                                   Figure No.4

       When the user clicks on “CREATE ” as shown in Figure No .4 the screen as shown in Figure
No.5 appears where he has two options, viz.,




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                                           Figure No.5

3.1.1) Copy from Old Tender:
       When a user wants to opt an option of “Copy from Old Tender” , user need to give the
New Tender Number in the space provided on top of the screen and select the tender from which
he wants to copy and press the button “Copy from Old Tender”. This will copy all the
information from the old tender from which you have copied. Now you have to change only the
relevant information from the new tender notification.

3.1.2) CREATE NEW TENDER:
        The tender number should be unique and it should contain Numeric and Alphabets (A-Z, a-
z, 0-9) and symbols like / and -. Creation of tender consists of three parts. They are:

3.1.2.1)Tender Header:
       This part consists of Tender Number, Title, Number of Stages, Form Fee, Contact Name,
Document Category, Tender Description, form fee etc., as shown in the following Figure No. 6.
which can be extracted from tender notification.

a) Tender Number: The tender number should be unique and it should contain Numeric and
Alphabets (A-Z, a-z, 0-9 and symbols like / and -.
b) Number of Stages: This is one of the main parts of the tender header, which decides the
number of opening stages of the tender (Techno Commercial and Cost).
   1) Single Stage – This comprises of one opening,
   2) Two Stage – There will be two openings – Techno Commercial and Cost.

c) Document Category: This is the second main part of the tender header, which decides the
document category i.e., what type of documents to be attached to the tender. For example if
document category is General type then Schedule B will get attached automatically, if it is
Docupload type then user has to upload the Annexure A and Annexure C (i.e., Prequalification
and Cost document).

d) Tender Description: This section consists of Description of work.
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e)Open Tender: Select “yes” if the tender is open for all, select “no” if the tender is restricted
for only registered vendors.

f) Place of Negotiation: This is indicates the place where the negotiation talks can be held
regarding tender discrepancies if any found or for any further clarifications.

g) DD drawn in favor of: This field tells for vendors to create DD’s for Tender form fee in whose
favor to be done.

h) Contact Name/Designation/Dept: Contact name: of a person for discussions and any
clarifications regarding tender for Vendors.

i) Tender Opened at: Place where tender is opened.
When you submit the Tender Header, screen as shown in the Figure No.7 will be displayed
wherein you can feed the tender details




                                           Figure No.6
3.1.2.2) TENDER DETAIL:
Line Number: Mention the SL No. from the Tender Notification.

Is Limited: If the tender is not an open tender, then select “Yes” in this option to send the
tender documents to the selected contractors, select “No”. to send the tender document to all
the contractor. If Limited Yes, Opening View is: Private.

Vendor’s Class: Select the Class / Category of the contractor as required.


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Place of Execution: This column displays the region in which work has to be carried out.

Class of Trade: Select the Class of Trade so that this tender line will be notified for those who
are under this C.O.T only.

The format of the Date and Time should be as follows: DD-MM-YYYY HH:MM. For Example, 22-11-
2006 15:15.

All other details like Estimated Cost, EMD, Tender Description, Scope of Work, and Additional
notes, Class of Trade, Validity of Quotation and Qualification Criteria can be obtained from
Tender Notification.




                                        Figure No.7

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3.1.2.3. TENDER FOOTER:
        Tender Footer is must added to tender otherwise the tender don’t get the authorize icon
only. Click on “MODIFY” circled below at Tender footer level and the figure shown in Figure No .9
will appear. Select items to be added to footer and Press submit .if you have more lines to create
then click on NEW button to add new lines to the tender.




                                          Figure No.8




                                          Figure No.9

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3.1.3.DOCUMENT ATTACHMENT:

       Click on the “Edit attachments Level-1 icon”     to upload the tender documents. Then
Screen shown in Figure No.11 will come to the screen.




                                     Figure No.10




                                      Figure No.11

       Documents like Drawings, Tender Documents, Tender Notifications, Corrigendum’s etc.,
can be uploaded by clicking “CLICK HERE TO UPLOAD” button then the screen shown if figure.
No.12 will appear. Browse the file you want to upload and click on Upload File.

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                                         Figure No.12
3.1.3.1.Document Type:

a) Public: Those who have to be issued without fee, then select for them the document type as
public.
b) Public for tender number: option is used when you want to upload the same document to all
works of your tender and that is free of cost.
c) Post fee: While uploading the documents those have to be issued after receipt of Fee select
the document type as post fee.

 3.1.3.2.Allow update yes/no :

a) Yes: Those documents that the vendor has to reupload by quoting in it then select for that
documents Allow update yes/no field as yes. For Ex ScheduleB, Prequalification-document etc. of
kind.
b) No: The documents, which are for only there reference to see the terms and conditions and
for tender detail are uploaded as Allow update yes/no as No for ex drawings, tender documents,
and tender notification.

3.1.3.3. Open Stage:

This is for at which opening stage documents should made visible to contractors.
a) Techno commercial: After submission, the contractors can see these documents after techno
commercial opening
b) Cost: After submission, the contractors can see these documents after cost opening.

      After uploading all documents they are available in your edit attachment. You can click
and make sure of uploading documents. As show below figure.

Mandatory Documents:



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        Mandatory Documents like Vendor Registration Certificate, Turn over Certificate’s etc.,
can be uploaded by clicking “Click Here to upload Mandatory Documents” button then the
screen shown in figure .No.13 will appear. Provide the file description you want Vendor to upload
and click on Submit.




                                   Figure No.13




                                   Figure No.13 (a)

3.1.4 AUTHORISING THE TENDER:
        After adding the tender footer, authorization icon         will appear as shown in Figure
No.14. User can authorize the tender by clicking the Authorization button, As soon as the buyer
authorizes the tender notification, all the vendors pertaining to that tender notification can view
this tender on their unapplied status.




                                            Figure No.14
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3.1.5. CORRIGENDUM:




                                             Figure No.15

        If any changes have to do , do the changes and in the next following screen give the
details of changes made to the tender in short . It is compulsory to give the corrigendum for the
changes we have made as shown in Figure No.10. (a) .To authorize the corrigendum user has to
click on the contents of the subject which he has given in the Corrigendum which is displayed in
“RED COLOUR” as shown in Figure No.16.




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                                         Figure No.16
3.1.6. SEARCH ENGINE:
       Click “Tender Search” to search the tenders which are available on the website. It
provides you to search the tender’s with multiple options. You can search either with the tender
number, description or dates such as request date, submission date or opening date.




                                          Figure No.17


3.2) INPROGRESS:
Once the contractor requests the tender, tender will be shifted under “IN PROGRESS” menu.

3.2.1) Sending the Documents:

       The user can view the list of contractors by clicking the numbers in the column “# of
Contractors” as shown in Figure No. 18 and the list as shown in Figure No.21 will appear on the
screen. There are two ways of sending the forms to the Contractors. They are




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                                       Figure No.18

3.2.1.1. Individual / Manual Sending:
       To send the forms individually, click on “Send Form” icon       as shown in Figure No.18
when you click on this button, screen as shown in Figure No.19 will appear. Search the vendor
with the contractor name and click on icon marked by circle Then the link screen shown in figure
.20 will appear. Where you need to enter the details like DD number, date, and click on
Acknowledge to acknowledge the payment made by the Contractor and to send the form
electronically.




                                          Figure No.19
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                                          Figure No.20

3.2.1.2. Mass Sending:
       When you click on a number (number of contractors) in the column “# of Contractors” the
Figure No 21 will appear. Click on Form fee View where we can get all the information regarding
DD No., date, Name of Contractor etc., shown in Figure No.22. This option is useful if the user is
sending the forms in bulk will and to those who are requested for the tender. The user just has to
confirm the details like DD No. Date etc., select the contractor to whom you have to send the
form and click on “SEND FORM” button shown in Figure No.22




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                                           Figure No.21




                                     Figure No.22


       Once the tender form is sent to the contractor the status under status column will change
from “REQUESTED” to “SENT”.

       Upload the output template before opening the tender. while uploading select the output
type as output template shown in below figure.

3.3. OPENING OF TENDER:

        On the date of opening, the Open icon      as shown in Figure No.23 will appear. Once the
user clicks the open icon, tender will be placed under opened menu shown in Figure No 25 if it is
one stage tender in case of two Stage Tender, one more open icon will appear in the Opened
menu where we can open the Cost bid shown in Figure No 25.




                                           Figure No.23




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                                   Figure No.24




FIGURE NO. 24(a)




                                      Figure No.25
3.3.1) Authorized the EMD:
       To authorize the EMD click on the icon          as shown in the Figure No 26 to see the,
scanned EMD and his EMD details (shown in Figure No 27 ) ,compare it with the submitted manual
EMD, if there is no deference in both press the Authorize button to authorize the vendor shown in

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                            Buyer Help Manual
figure No.28. If the Vendor has paid the EMD through ePayment using Credit or Debits cards or
else Using NEFT, Buyer can view the NEFT UTR NO. or ePpyament transaction No. & For NEFT
ePpayment Buyer has Reconsile the vendor payment before Authorizing the Vendor EMD




                                       Figure No26




                                        Figure No.28

       Once you authorize the EMD Status column will be updated as “EMD RECEIVED” sees in
figure No.28 (a) in status column of vendor “TESTVENDOR”. Then the user can click on “Edit
Form” button to view the documents.
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        If you don’t receive the EMD then reject the EMD to disqualify the contractor shown by
circling in the Figure No-29. If he is not eligible contractor or for some other reason, if you want
to disqualify then you can disqualify by clicking disqualify icon       in the Figure No-29 , then
write the reason for disqualifying in the reason for disqualifying box.




                                           Figure No.29
3.3.2) Generating The Comparison Sheet:

       Generate the Evaluation sheet or comparison sheet (for both Technical and Cost sheet) by
clicking on Evaluation icon  as shown in figure No.30. After clicking it Comparison sheet will be
available to download from edit attachment shown in figure No.31.




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                                       Figure No.30




                                       Figure No.31

Once the EMD Authorization & Technical Comparison process gets completed, Buyer can continue
the Cost opening event. Refer below mentioned Figures for cost Opening Process.




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3.3.3 Downloading the Vendor Document.
        Click on the edit attachment    to download the documents of the contractors. Select
the checkboxes which you want download Click on the “Zip files” then new link will appear as
“vendor ID” in the Document Name column shown in Figure No- 33. You can download the zip file
by clicking on “click here to download”




                                    Figure No.32

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                                           Figure No.33

3.4. AWARDING:

       After opening you can award the tender to the qualified lowest coated contractor by
clicking on    icon.




                                        Figure No.34

Click on the archive   icon after all its activities to archive the Tender.
3.5) DECLINED:
  To cancel the tender click on the icon    , shown in    below figure No.35 below then it goes to
declined state.




                                   Figure No.35


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