E-bidding

Bidder Module

User’s Guide
VER 1.0.0
Contents
Bidder Login ...................................................................................................... 1
Register New Bidder........................................................................................... 1
Viewing Tenders ................................................................................................ 3
Tender Details ................................................................................................... 3
Document Management System .......................................................................... 4
Bidding Tender .................................................................................................. 4
My Bids ............................................................................................................. 6
Substitution/Modification/Withdrawal ................................................................... 6
Update Bidders Profile ........................................................................................ 6
Logout .............................................................................................................. 9
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Bidder Login
The registered bidder may log into the e-
bidding application to submit the bid. In the
right side user login panel of homepage select
user type as Bidder and enter the valid
username and password and click login
button. If the bidder has higher bandwidth
connection buyer may secure login.

Forgot Password

If the bidder has lost password, bidder shall

click on the Retrieve Password link below login button and you will be asked your username and
after entering your valid username press the Next button. The page shown below will be loaded.
Then you will be asked the Secret Question's answer you filled during the time of registration. If you
provide the correct answer, the updated new password will be emailed to the related email address.

Register New Bidder

If any contractor / agency want to bid the tender electronically, they should register in the e-bidding
system by filling the form available online. The interested bidder may click on Signup New Bidder
link on the bottom of the login box in the index page to get signup form.

The bidder should fill all the information as asked in the form, the field marked with * are mandatory
field, which mean they should be provided compulsorily, otherwise the user won't be able to register
as a Bidder.

In case of joint ventures, the name of all the partner companies should be provided and the detail
and contact information of the leading company is sufficient.
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The Bidder should enter the username and password and email address, the password is suggested
to be unique with alphabets and numbers so that no one could guess any access the Bidder's
information by unauthorized person. The Bidder should select the Secret Questions and provide its
answer so that Bidder can use it to retrieve the password if the bidder forgot the password.

The Bidder should check on the term and condition check box to acknowledge the acceptance of all
the terms and condition of the system or the Bidder may read all the condition by clicking on the
Click Here link.

Then the Bidder shall click on the Register button to get registered on the E-procurement system.
As soon as Bidder clicks the Register button, the system will email the Bidder's username,
password, and a link to the email address provided while registering. Click on the link to verify your
email address and your account information. Only after clicking the link, Bidder will be eligible to
access the site with valid user name and password.

Viewing Tenders
Click on the Tenders button on the left menu to get all the list of available tenders. The tenders will
be listed chronologically depending on the last date of bid submission. The tender already bided by
the Bidder will be shaded by light green color and a bidder can not bid twice the same tender. If the
tender is already closed, it will be shaded by light red color. The bidder may click on the header of
the grid to sort them ascending or descending accordingly.

The bidder shall click on the contract title to view the detail of the tender notice and other details
such as addendum, clarifications, and bidding documents. If the Bidder wants to bid on it then
he/she may click on Bid Now button.

Tender Details
As soon as the tender title is clicked the following tender detail page will be loaded. The tender detail
page contains the detail information about the tender notice.

If there are any addenda and clarifications added, they will be listed as well and the addenda and
clarification documents and bid documents are downloadable from this page.
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The tender details will be shown in this page. All available downloadable tender documents will be
listed on the Tender Documents section and click on it to download. The contact information of the
authorized person for the specific tender notice will be posted on Enquiries section.

Document Management System

There are some documents such as Company Registration, VAT Registration, Tax Clearance etc
which are same for all tender or changes rarely. Such documents can be kept in document
management system so that the bidders don’t need to upload them in all contracts. They can simply
pick it from document management system instead uploading. This increases the performance of the
system as well as easier for the bidder.

User shall click on Document Management link on the left side bidders menu to go to the document.
Then user shall click on Upload button to upload the document in DMS. The new upload window will
open, the bidder shall select the document for DMS and click on upload button to upload the
document.. If the bidder want to change the existing document in DMS bidder shall click on Change
link to open new upload window, select new document for DMS and the document will be updoaded
to substitute existing document.

Bidding Tender
Bidder can bid the tender either by clicking on the Bid Now button in the Tender list. Alert
information will be shown and bid submission is not allowed if the bid has been already submitted by
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the bidder, electronically or after end of bid submission date/ time. Following page shall be shown to
allow a bid;

Buyer should have installed Flash Player 9.0 or greater in their system to upload the bid
documents.

The Bidders have to upload all the mandatory documents in PDF format as listed in this page. Bidder
shall click on the Upload button to open the new popup upload window. Then select the appropriate
PDF file, and press Upload button to upload the document and the file will start to upload. As soon
the upload completed, the window will closes automatically. Besides uploading, buyer may simply use
file from DMS to upload the document. Bidder shall click on Use document from DMS to use
document which will automatically link the respective required document in respective document in
DMS. If the bidder wants to check the document they have uploaded, they may simply click on View
link in respective required document to download the file and check them if the file uploaded are
correct or not or they are uploaded fine. They can also remove the document before submission by
clicking on Remove File link. Beside this multisession is also enabled in the e-bidding system. That
means, bidder may upload their partial bid document in one session, and come back later to upload
remaining document. When the bidder comes back later and the bid earlier uploaded can be seen
and remaining document should be uploaded to submit the bid.

If the bidder wishes to upload the extra documents then they may upload using Additional
Documents section. Now check on the agreement checkbox just above the Submit the Bid Now
button. By checking this box the bidder agrees the bid as well as terms and conditions mentioned
herein. Just uploading the bid document is not sufficient; the Bidder must click on the Submit the
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Bid Now button to finally submit the bid. Once a bid is submitted, electronically it will not be viewed
to bidder and any modification, withdrawal, or substitution shall be submitted by the bidder,
separately.

My Bids
This section shows list of all bids that submitted by a bidder. The buyer will be able to see his
submitted bid list showing the history like Bid submission time/date, Bid
Modification/Withdrawal or Bid Substitution date/time, if any. This page enlists the last action
as first in the Bid Date as shown in the picture below. The bidder can also see the bid opening date
for his submitted bids.

Substitution/Modification/Withdrawal
Bidder may submit their Modification or Withdrawal or Substitution bid using this system for
electronically submitted, only. This facility can not be used for paper submitted bids. In this page, all
the Bids made by the Bidder are listed with two buttons as Substitution Bid and
Modification/Withdrawal Bid.

If the Bidder wishes to put Substitution Bid, he/she should click on the Substitution Bid link and
the Bid Substitution page will be loaded. The Bidder should upload all the mandatory documents
along with the Substitution Letter.

If the Bidder wishes to make the Modification for the bid, the Bidder shall click on the
Modification link on the list. For Modification of a bid, Power of Attorney and Modification Letter
has to be uploaded with other information, as necessary. While the bid can be withdrawn by the
bidder clicking Withdrawal link. The bidder shall upload withdrawal letter and power of attorney to
withdraw the bid.

Update Bidders Profile

As soon as the Bidders log in, there is provision of changing the bidder's information. Just below the
Bidder's information click on the Update My Profile link, and the user detail will be shown first and
then click on the Change Information button to change the Bidder's information. The form shown
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below will be loaded and change the information as needed and provide the valid password and click
on the Update Detail button to change all the information.

Click on the Change Password button to change the existing password with new one. First of all
the bidder should provide the existing password and then the new password along with the
confirmation for the new password, then click on the Change Password button.

But the Bidders are not allowed to update their username and email as they are considered as the
identification of the Bidder. If the bidder needs to change their email address, Bidder may request
the System Administrator to update the email address.
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Logout
After completing all the tasks the Bidder should log out by clicking on the Log out button on the
bottom of the left side menu. As soon as Bidder clicks on Logout button all the session information
of the Bidder will be killed and no one will be able to see and modify the Bidder’s information until
logging in again by entering valid username and password.