OVERVIEW....................................................................................................................................................................

2
PURPOSE......................................................................................................................................................................2
AUDIENCE....................................................................................................................................................................2
DISCLAIMER.................................................................................................................................................................2
COPYRIGHT.................................................................................................................................................................. 2
PREREQUISITES A. SYSTEM CONFIGURATION (MINIMUM)......................................................................................3
PREREQUISITES B. SYSTEM SOFTWARE.....................................................................................................................3
INTRODUCTION TO THE BROWSER............................................................................................................................3
LOGIN PROCEDURE.....................................................................................................................................................4
LOGIN PROCEDURE FOR AUTO UPDATION................................................................................................................8
A FEW ANNOTATIONS ON VARIOUS FEATURES........................................................................................................
SELECTORSWITCHDEPARTMENTS.............................................................................................................................. 8
SEARCHENGINE................................................................................................................................................ ...........8
VIEWTENDERSFREEOFCOST........................................................................................................................................ 9
MODIFY PERSONAL DETAILS.......................................................................................................................................9
MODIFY PROFILE........................................................................................................................................................10
OPEN TENDERS ..........................................................................................................................................................11
LIMITED TENDERS ......................................................................................................................................................12
ATTACH AND SUBMIT TENDER DOCUMENTS ...........................................................................................................12
TENDER SUBMISSION..................................................................................................................................................21
TENDER CUM AUCTION………………………………………………………………………………………………………………………………………..23
OPENING EVENT - VIEW COMPETITOR’S BID SHEETS................................................................................................25
CAUTIONS / WARNINGS.............................................................................................................................................26
CONTACT US................................................................................................................................................................26

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 HELP MANUAL
Website URL: https://eproc.hal-india.co.in/
OVERVIEW
E-procurement is an exclusively web-based and highly vibrant, end-to-end solution for buying / selling of
products and services through the tendering process. It supports the entire (A – Z) activities related to
tendering based on the proactive work flow concept. Finer details of tendering, such as vendor
registration, tender announcement and corrigendum, tender form processing, tender opening,
negotiation and tender awarding are supported in a real time interactive environment. E-procurement
creates a truly dynamic marketplace where both buyers and vendors can seamlessly interact with each
other and transact business.

PURPOSE
The guiding purpose of E-procurement is to facilitate automation in all the departmental functions of
Governments. The key objectives of this exchange are Reduced Inventory, consistency in costs across all
departments, consistent and sustainable Vendor Development, transactional effectiveness, reduction in
procurement lead time, transparency, etc.

AUDIENCE
This product is extensively used by Government officials and contractors to enhance the transparency in
day-to-day tendering activities of Government offices as well as the contractor community.

DISCLAIMER
HAL assumes no responsibility for any errors that may appear in this document. The information
contained herein is subject to change without notice and should not be construed as a commitment by
HAL. No responsibility is assumed for the reliability of software or equipment that is not supplied by
HAL.

COPYRIGHT
This document is confidential and proprietary information of HAL. It should not be disclosed in whole or
in part to any third party except to the document to whom it has been submitted without the express
written authorization of HAL and should not be duplicated in whole or part for any other purpose other
than evaluation of the Technical capability of HAL and shall be returned upon request.
Any reference used in this response is proprietary and is covered under non-disclosure agreement. The
information should not be divulged to any other party other than for whom it is intended. Clients and
partners may not be contacted about these references or divulge the information contained there-in
unless duly authorized by HAL.

All rights reserved. Unauthorized copying is strictly prohibited

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PREREQUISITES A. SYSTEM CONFIGURATION (MINIMUM)
Minimum system requirements for using the HAL e-Procurement portal are:
 P-IV Processor,
 40 GB HDD (recommended),1GB RAM(Minimum)
 1 Mbps (Minimum) dedicated Internet connection.

PREREQUISITES B. SYSTEM SOFTWARE

Here is a list of recommended software that works best with HAL e-procurement system:
 Operating System: Windows XP and above.
 Web Browser: Microsoft Internet Explorer 11, Updated Mozilla Firefox and Google Chrome.
 Office Applications: Microsoft Office 2003 with MS Word and MS Excel.
 Utilities: Latest Java Version can be used, WinZip, WinRAR, Adobe Acrobat Reader, and PKI

NOTE:

 Installation Driver for Digital Signature.

 Excel files with extension .xlsx, ie. Excel 2007 and above versions, should not be uploaded while
Submitting bids (Pre-Qualification/Technical/Price) documents. Java Latest Version 32-BIT.

INTRODUCTION TO THE BROWSER

The HAL e-procurement system works best with Internet Explorer 11, Updated Mozilla Firefox and
Google Chrome web browsers.

To launch the web browser, follow these steps:

Step 1. Click the Internet Explorer icon or Mozilla Firefox icon located on your taskbar.

Step 2. Enter the website address https://eproc.hal-india.co.in/ in the address bar to access the portal.

Home Page will be displayed

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LOGIN PROCEDURE
 Enter the USER-ID and PASSWORD in provided box
 Select activity as “Tender”
 Click on LOGIN

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  Following screen appears, whereas click on Save File

 Check “I accept the risk and want to this application”

 And click on RUN.

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 PKI Components verification will be run automatically as shown in below image

NOTE:

in case if it is found any issues in PKI Verification stage, Kindly clear browsing history of that particular
browser ,delete java console files and Delete Temporary files from system as well.

To Clear Java applet cookies, steps given below.

Go to Control Panel Programs java (32) bit

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Check “installed Applications and Applets,

Click Ok, Click Apply and finally click ok

On successful PKI verification process, below screen will be displayed.

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  Digital Signature Certificate (DSC) window will popup
 Select the Certificate and
 Click on Authenticate button

 Following popup will be appeared

 Enter DSC pin and click OK

Select the Department from dropdown list and click on “Submit” button

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User will be logged into portal

LOGIN PROCEDURE FOR AUTO UPDATION

After expire of updated DSC vendor can auto update the renewed DSC.
Signed and mail the scanned copy to ephelpdesk@hal-india.co.in

Once replied received from Helpdesk, vendor will get option for updating the renewed DSC as shown in
above screen

A FEW ANNOTATIONS ON VARIOUS FEATURES

Once logged Into the HAL e-procurement site, will find the options as showed in below screen.

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There are various links available, they are:

o Unapplied: To view unapplied tenders which are yet to request for viewing the tender
documents.
o In progress: To view limited tenders and requested opened tenders documents.
o Opened: To view all opened tenders.
o Declined: To view disqualified/withdrawn tenders.
o Tender search: To search tenders.
o Document library: To attach tender supporting documents.
o Change password: To modify password.
o Logout: To logout from e-portal.

SELECT OR SWITCH DEPARTMENTS

The vendor can select or switch from one company/department to another after logging in.
To switch/change company/department, follow the steps below:

Step 1: Click on Select Company

Step 2: Select the department/Government Agency from the dropdown menu, and click Submit
button.

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SEARCH ENGINE

Procurement provides the option to search tenders based on multiple search criteria. Vendor can
search tenders based on tender number, description or date.
To perform a tender search, follow the steps given below
 Click on Tender Search to search the tenders available on the website.
 Enter the required details in the boxes provided and select “Stages”(Vendor – Unapplied,
Vendor In progress etc...)
 Click Submit button to initiate the search process.

VIEW TENDERS FREE OF COST

To download the tender notices and corrigendum from the website, follow the steps given below

 Click Go to Tender under home page option then select Tender Free View option
 Check for Tender Submission date (From and to) or any keyword from Tender Description.
 Click the Submit button to view the results.
 You can perform the following functions once a list of tenders appears on the screen

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  Click the icon to view the cost free documents

 Click the icon to print the tender notice

MODIFY PERSONAL DETAILS

The password which has to be changed should contain:

 A minimum of 8 characters.

not contain any Special Characters.
 Password Strength should be Minimum 60%.

On first time when vendor logs in, the security in the system automatically prompts to change the
password.

To modify your password, complete the following steps:

 Enter the current and new passwords in the corresponding boxes.

 Enter the current and new passwords in the corresponding boxes.
 Enter the current and new passwords in the corresponding boxes.
 Special characters are not allowed.
 Users can modify the password at any time.

MODIFY PROFILE
Vendors are allowed to modify the existing profile such as address, phone number (Landline, fax
number) COT and other details

Departments can be selected/deselected though “Modify Profile” option

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Option to enter ‘GST Registration Number’ has been provided:

New Users should update the details while registering in “New User Sign-in Page”.

Existing vendors can update the details through “Modify Profile” option.

NOTE: Note: For any changes in, Company Name vendor has to send request on company letterhead.

EMD EXEMPTION:

MSME/NSIC details have to be updated in vendors registration page for availing exemption of EMD for
MSME/NSIC registered vendors:

NOTE: Existing vendors can update the details through “Modify Profile” option.

While purchasing tender For EMD and Form Fee payment ,MSME can be made as shown in below
image.

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NOTE: “MSME/NSIC” drop down option will be available for selection under “Exemption Mode”

OPEN TENDERS
Open Tenders are available to all registered vendors.

Perform the following steps to request for a new tender form:

 Click the icon to Request for tender

Once the user places a request for a tender form, access to the tender is provided in the vendor-
Inprogress

LIMITED TENDERS
 Limited Tenders, as the name suggests, limits the number of bidders as selected only few for
mentioned

 In the case of limited tenders, the vendor need not to request, as the tenders by default are
displayed in the In Progress and the status is displayed as “RECIEVED ” under the status
column.

ATTACH AND SUBMIT TENDER DOCUMENTS

To attach a tender document to a particular tender, follow the steps below:

 Click icon to view the tender documents that are received by the vendor.
 After clicking on edit attachment icon vendor can download the bid documents (Pre-
Qualification, Technical and Price bid) which are in red color as shown in figure below.

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  To download empty Pre-Qualification, Technical bid or Price Bid click on Download option
(Blank Document) as shown in figure above
 Select open with “Microsoft Excel(default),click on ok

Once the Bid documents are downloaded and values are entered by vendor End, save the file to upload
back

NOTE: File name and Extension of File should not be changed.

 Click on Upload link (filled document) to upload the filled bid documents

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  Following pop up will be appeared to ensure the bid uploading process, click on OK

Click on “Click here to digitally sign and upload” button

Digital signature pop up will be appeared

Browse the file using BROWSE Option

Select the saved bid document, and click OK

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Select the Certificate to signup the document

Click on “Sign and Encrypt”

Documents will be uploaded successfully as shown in below image

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NOTE:

 If vendor want to make any changes in the bid document uploaded after submitting the tender
vendor can do by clicking on update link.
 Updating the new file can be done any no of times before closing of the tender.
 after updating kindly obtain the acknowledgement copy
 To update the modified or revised bid document before submission an detach option will
available till tender closing time.
 Doesn’t change the file name (Pre-qualification, Technical and Price Bid).
 Don’t copy or cut paste the value/content from any other excel or other source.
 Vendor has to enter the values in given cells only.

TYPES OF DOCUMENTS
 Different kinds of documents will be available in Documents list.
 Check all the document section to complete attaching documents
 Eg: To upload mandatory documents click on mandatory documents tab and then click on attach
to upload the required document.
 Select the respective document from document library.
 To upload general/additional documents, click on document library and upload the required file.

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Note: Before selection make sure that document is already upload in document library.

After uploaded the documents into document library.

Click on edit attachment of respective tender and select Bid Documents tab then click on ‘Attach
General Documents’ option.

 Once all the documents have updated successfully all the links that are in RED will be turned to
BLACK.
 After uploading all the bids, mandatory and general documents, click on ‘Submit the tender
form’.

 Following pop up will be appeared to confirm submission of tender, click OK

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  Select “I/we here by agree the above and adhere to the correctness of the documents”
 Click on “SUBMIT” button

Below pop up will be displayed to ensure the tender submission, Click on Ok

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After submitted the tender system will provide an acknowledgement with bid control number,
download the acknowledgement and take a printout if required.

On the Acknowledgement screen click on ‘OK’ it will re-direct to tender documents screen where
system will show a message stating “The tender form is submitted successfully”

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After submitting the tender Status changes from received to submitted.

To view acknowledgement copy click on the icon next to Token/Total no of submission to view
acknowledgment as mentioned in the note in the below screen.

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Procedure to be followed by vendors after document replaced or added new through addendum
process:
 Once the any bid document is replaced or added through addendum process, submitted bid
document remains irrecoverable.
 The replaced or added new bid document link will turn to red color. The new bid document or
replaced has to be downloaded, filled and uploaded again in respective.
 Once the document is uploaded, the tender has to be re-submitted and a new
acknowledgement copy will be generated. Refer the figure below.

Note: Do not copy any content or value from any other excel or from any other source and paste it
to the bids (Prequalification/Technical/Price Bid).

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TENDER CUM AUCTION

After technical opening, Auction icon appears to vendor when buyer creates Auction and clicks on
start and generate alias and an email alert will be sent to vendors as auction starts.

 Click on to Participate for auction

Select “I/We here by agree to the above terms and condition”

 Click on “Accept and Continue”

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  Auction page will be displayed
 Enter the bid amount in “My Bid”
 Click on Bid Now
 Continue the same process till auction ends
 vendor will be able to view the other bidders rates simultaneously while he performing the
same(L1 is the Lowest rate quoted by other vendor)

 Note : Vendor will not be able participate in the Auction if he has not submitted the
tender successfully

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OPENING EVENT-COMPETITORS BID SHEETS
Vendors can view and download the competitor bid sheets only for certain duration logged in from
any location. The tender moves to Opened/Awarded section once it is opened by the tendering
opening authority. If the vendor is not disqualified, the status will be shown as ‘In the Race’ under
the Remarks column.

 Click on ‘Edit Attachment’ and ‘Bid Documents’ icon to view Competitor Bid Sheets. You
can even download competitors’ bids sheets from the website.as shown in below image

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MANUAL TENDERS
e-Procurement Portal is displaying Manual Open tenders for information only. The tenders listed in
Un-applied section and in tender free view with the tender mode as manual tender i,e
"IMM_Manual-Tender" in case of IMM tenders, "OS_Manual-Tender" in case of OS tenders and
“WORKS_Manual-Tender" in case of WORKS tenders will be available in unapplied section and free
view section till tender closing time and submission of these tenders is as per RFQ/Tender
Notification.

CAUTIONS/WARNINGS

 View and request the tenders on time.

 The tenders that are due for request can be viewed under the “Unapplied” section. Attach
general documents to tender, after uploading it to Document Library.
 If the Token Number and Time Stamp are displayed as ZERO, it infers that the vendor has
yet to submit the tender form
 Download and save the “Technical Bid” & “Price bid” using the same name. Do not change
the file name nor extension.
 Multiple submissions can be done until the tender closing date and time
 If a vendor/contractor is “DISQUALIFIED” from bidding for a particular tender, the details of
that tender can be found in the “Disqualified/Withdrawn” section.
 Vendors are advised to submit the tender well in advance to avoid last minute
disappointment.

CONTACT US

For any further clarifications / queries, contact our office:

Tel - 080-22323697
080-22323698
Email id – ephelpdesk@hal-india.co.in

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