26-Jun-2017
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« Important Announcement on usage of EMD Exemption Clause
« NEW E-TENDERING HELPDESK NO. -- 0120-2471850 (3 Lines)
« New and Improved Version (1.09.05) of NICGeP application has been deployed in IOCL e-Tendering portal on 28.04.2017
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Welcome to Frequently Asked Questions (FAQ)
The latest FAQ'S published by various Government Departments, Directorates, Organisations, Institutions and local bodies of are listed here.
General
1. How much time is required for the new DSC to be recognised by the eProcurement portal ?
At the time of enrollment in this e-Procurement portal, the Bidders should ensure that the status of DSC is active on this site. The activation of newly issued DSC may take 24 hrs or more. Hence Bidders who are obtaining new DSC should register at least 24 hrs before the submission of Bid
2. What is e-Tendering System ?
e-Tendering System is a process of procuring the items electronically using internet. This facility drastically reduces the tendering cycle time and reduces most of the indirect costs
3. What is the objective of e-Tendering ?
The objective of e-Tendering was to ensure open and fair procedures while undertaking procurement of goods and services by the Government and Governmental organizations.
With a view to making the tendering process even more transparent, e-Tendering was proposed by the Finance Minister in the Budget Speech on 23rd March, 2007.
4. What are the features available in IOCL e-Tendering Portal ?
The tenderers can use the link 'Download Latest Tenders' (top left corner in the home page) to see all the tenders hosted on this Portal and download the Tender Schedules free of cost.
The link 'Tenders by Closing Date' gives the facility to view the Tenders which are closing Today or closing within next 7 days or closing within next 14 days.
The link Corrigendum lists all the corrigendums published for the related Tenders.
The site also provides facility to search for tenders on various parameters such as Tenders based on value, department, product category, etc.
5. How do I register on the e-Tendering System ?
Registration for e-Tendering is very simple. Go to Home Page, click on âOnline Bidder Enrollmentâ link and follow the instruction. After filling up the application form and submission of the same, you will get confirmation of your account creation with us. Now, you need to log in into our system and enroll your Digital Signature Certificate (DSC).
6. If I am registered how long is it valid ?
Your registration is valid as long as your business exists. However, your DSC must be valid while participating in our e-Tender portal.
7. How will my personal details be used ?
Your details are used for configuration of the system so that you get only the relevant information. These details are also used by the Department during evaluation of the Bids.
8. How do I log on to e-Tendering system after I have registered ?
After registering on e-Tendering, you can just login, using the user ID, password and the Digital Signature Certificate, to the site.
9. How do I view the drawings related to the tender ?
Drawings are part of the tender documents. After downloading the tender documents, you can refer to the drawings which are divided into parts. These parts can be pasted as guidelines provided in the tender document and view the complete drawing
10. Can I download the drawings related to the tender ?
Drawings are part of the tender documents. While downloading the tender documents, these drawings were also downloaded.
11. How do I know that a tender is published ?
All the e-Tenders available in e-Tendering portal. You need to visit our website on regular basis to find a tender. If any limited tender issued against your name and you are already registered in our website with valid DSC, email as well as SMS confirmation will be sent to your registered contact details.
12. Can I update my registration information ?
Yes. After logging on the to the Tenders Home page you can update the information whenever you require by clicking on "Edit Profile".
13. I have registered. Why did I not receive my confirmation e-mail ?
Please check the E-Mail ID provided by you during registration. Log on to the Tenders site and go to "Edit Profile" to check. If required, this e-mail id can be changed also. Also, it is requested to check Spam/Junk folder of your mail box.
14. What is the minimum requirement to transact on the site ?
It is advised to have a computer with Pentium IV and above configuration and an internet connection. Otherwise you can use the services of any cyber cafe for the purpose. PC/Laptop you are using must support your DSC.
15. What does it cost to register ?
Presently the registration is free.
16. I have lost my password. How can I retrieve it ?
Click on the âGenerate / Forgot Password?â link. A verification code will be sent via email as well as SMS on your registered contact details. Using only the verification code, you can reset your password as per password policy.
17. How do I change my password ?
After logging into your account, you will find a link under âMy Accountâ section to change the password.
18. Is the password secured ?
Password is encrypted at the database level. It is known only to you. Even the System Administrator does not know your password. As a part of the security policy, we advise you to change the password frequently
19. What if I want to use my e-Tendering account on a different computer ?
You can use your account anywhere in the world. You just need a computer with Pentium IV configuration & above and an Internet connection. PC/Laptop you are using must support your DSC
20. Do I have to compulsorily submit my tender through IOCL e-Tendering ?
Yes. For all IOCL e-Tenders which are hosted on IOCL e-Tendering site, the Price Bid and Un-priced Technical Bids have to be submitted online only. However, documents which necessarily have to be submitted in originals like EMD and any other documents mentioned in the tender documents have to be submitted offline in tender box or at IOCL office.
21. Can I see the prices of other Bidders in Bid Opening ?
Bid Opening process can be viewed online at the time of Bid Opening. After completion of Bid Opening process, prices of other bidders are available under âBid Document Downloadâ menu.
22. How to submit Earnest Money Deposit EMD ?
EMD, in case applicable, is to be submitted in hard copy to the Tendering Authority or Contact Person. The Bidder is to ensure that EMD of requisite amount and validity reaches the Tendering Authority well before Bid Submission closing time so as to avoid Bid Rejection due to non-receipt of EMD.
23. Can I change the Bid after submitting it ?
Bid once submitted can be changed before the last date and time of Bid Submission. Bidders are requested to refer the documents under âBidder Manual Kitâ available in the home page for the Bid Resubmission.
24. What is downloading and uploading ?
Downloading means to download a particular file from a remote server using the Internet or any kind of Network.
Uploading means to upload a particular file into a remote server using the Internet.
25. What is a Firewall ?
A firewall is a set of related programs, located at a network gateway server that protects the resources of a private network from users from other networks. Basically, a firewall, working closely with a router program, filters all network packets to determine whether to forward them toward their destination.
26. Who is a Certifying Authority ?
A trusted third-party organization or company that issues digital certificates used to create digital signatures and public-private key pairs. The role of the CA in this process is to guarantee that the individual granted the unique certificate is, in fact, who he or she claims to be. Usually, this means that the CA has an arrangement with a financial institution, such as a credit card company, which provides it with information to confirm an individualâs claimed identity. CAs are a critical component in data security and electronic commerce because they guarantee that the two parties exchanging information are really who they claim to be.
27. What is a Digital Signature ?
Digital Signature is a digital code that can be attached to an electronically transmitted message that uniquely identifies the sender. Like a written signature, the purpose of a digital signature is to guarantee that the individual sending the message really is who he or she claims to be. The Digital Certificates used to create Digital Signatures are issued by a trusted certifying authority authorized by the Controller of Certifying Authorities of India.
28. How Secure is it ?
The security features incorporated in the application ensures that all activities are logged and no unauthorized person has access to data.
Digital Signature: The solution includes capturing digital signature authorized and certified by approved agency nominated by Controller of Certifying Authorities under Ministry of IT, Government of India.
Process Validation: The solution has been so architected that a user (IOCL Officers or Bidders) cannot view the bid of any Bidder till the date and time specified for the opening of the bid is due. All the documents are encrypted.
Unauthorized Access: The entire solution is behind a firewall and Unauthorized Access is not allowed. The login password of all users is encrypted at the database level. 128 bit SSL Certificate is used for communication between the browser and the web server. This ensures that all communication between browser and the web server is encrypted and cannot be hacked.
29. What are the benefits in receiving or submitting tenders online ?
Electronic or Online Tendering is just carrying out the same traditional tendering process in an electronic form, using the Internet. Using online tendering, the Bidders can receive notification of the relevant tenders, receive tender documents online and can submit their bids online.
Bidders get instant confirmation for their bid submission thus avoiding delay / loss in transit.
30. What if I do not submit my tender through the IOCL e Tendering before tender submission deadline ?
IOCL e Tendering system does not allow you to submit the tender once the submission deadline is passed. You have to submit your tender anyhow before the submission deadline
31. What if I need help while submitting my electronic tender ?
If you need help while submitting your electronic tender, please contact our web administrators during Business Hours at:
Name: e-Tendering HelpDesk
Email:
(1) ethdmkhonic@indianoil.in
(2) etenderinghelpdesk@indianoil.in
Business Hours: Mon â Fri, 09:00 to 17:00 Hrs India Time (IST) (GMT +5:30 Hrs)
Or you can also contact as per the contact details in the Tender Documents.
32. What if I cannot download a softcopy of the tender or I have some problem queries regarding your website ?
If you are having trouble downloading a softcopy of the tender from the Internet, first contact your network internet administrator, if itâs still not resolved, please contact our web administrators during Business Hours at:
Name: e-Tendering HelpDesk
Email:
(1) ethdmkhonic@indianoil.in
(2) etenderinghelpdesk@indianoil.in
Business Hours: Mon â Fri, 09:00 to 17:00 Hrs India Time (IST) (GMT +5:30 Hrs)
Or you can also contact as per the contact details in the Tender Documents.
33. How to obtain Digital Certificate ?
Vendor should have a legally valid Class 3 Digital Certificate as per Indian IT Act from the licensed Certifying Authorities operating under the Root Certifying Authority of India (RCAI), Controller of Certifying Authorities (CCA) of India.
Following are the steps for obtaining Digital Certificate:
⢠Visit the site of the licensed CA using internet browser
⢠Apply online for a Digital Certificate for the designated individual with organization name. Ensure that the Digital Certificate is legally valid in India
⢠For making payment and submission of documents required for issue of the Digital Certificate, follow the instructions on the CAâs website
Licensed CAâs in India:
o Safescrypt : http://www.safescrypt.com
o iTrust (IDRBT) : http://idrbtca.org.in
o National Informatics Centre : http://www.nicca.nic.in
o Tata Consultancy Services (TCS) : http://www.tcs-ca.tcs.co.in
o MTNL TrustLine : www.mtnltrustline.com
o (n)CODE Solutions (GNFC) : http://www.ncodesolutions.com
o e-Mudhra : http://www.e-mudhra.com/
34. How to download Tender documents ?
Tender documents for all the e-Tenders can be downloaded from the portal using Guest login or using own login. However, for participation in the e-Tenders, Tenderers will have to register with our Portal, which is free of cost. DSC must be enrolled to their account. You can use this registered account from any computer system for downloading Tender documents from our e-Tendering Portal. It is suggested to download any tender document using your account. This will help us to keep you informed of Tender related messages which may be of interest to you.
35. What are the pre-requisites to submit tenders through IOCL e-Tendering online ?
Vendor should have a valid User Id to access IOCL e-Tendering application having legally valid Class 3 Digital Certificate as per Indian IT Act.
Vendor should have internet connectivity / Broadband connectivity
Vendors should fulfill any other pre-requisites mentioned in the tender documents of a specific tender.
Bidders are requested to refer the documents under âBidder Manual Kitâ available in the home page for the Bid Submission.
Foreign Bidders Related
1. Can International firm upload their proposals on Indian e-procurement portal with DSC which is not issued by Indian CA ? ?
As per the IT ACT, this eprocurement portal does not allow to register any DSC issued by CAs other than Indian CAs. However, Some of our Certifying agencies issue DSC for foreigners without visiting India. The details of which are already made available under the Downloads link of this portal.
2. Can a foreign bidder or a foreign consultant get DSC from their respective country i.e. any country outside India ? ?
No. The same is not allowed to be registered in this portal.
3. Can International consultant (outside India) get DSC on line without physically visiting India ? ?
Yes. Kindly refer to the link DSC for foreign Bidders under the Dowloads Option which is available in the Home Page. Following the procedure given, the Foreign Bidder / Consultant can get the Indian DSC issued and participate in this eProcurement portal without visiting India.
4. I am a bidder residing out of India and I do not have representatives / office located within India. How do I indicate the PAN/TAN no in this Portal ? ?
The PAN / TAN is a mandatory field. As foreign bidders need not possess a PAN /TAN they may enter the dummy value TEMPZ9999Z as a PAN number and continue the process. This will be applicable exclusively for foreign bidders or specially exempted sector.
For clarity sake, the detail given in the enrollment form is reproduced below: For Bidders who do not have PAN/TAN number may enter TEMPZ9999Z as the PAN/TAN number.
5. I am using Windows OS. I am unable to upload more than one file in the Bid Document. What changes in settings are to be done in my local client for this to work ? ?
1. Go to Control Panel
2. Choose the Icon - Region and Language and set the Format as English (United States)
3. Choose the Tab - Location and set the Current Location as India
4. Choose the Tab - Keyboards and Languages and Click
5. Set the Default input language as English (United States-US)
6. Ensure that in Installed services section English (United States-US) keyboard is listed in first place. Use Move Up/Move Down button to manure the order.
Note: After completing the bid submission process the bidder can either revoke the above setting or use the language selection in Task bar to switch between languages.
6. As a foreign bidder, I am quoting the rates as per my currency which is approved by the Tender Inviting Authority. At what point of time, this Currency value is converted into Indian Rupees (INR) ? ?
It is usual practice that the value of conversion is normally done on the day of Financial Bid Opening based on the selling rate as on that date. However, the same information may be given in the Tender Notice document. The details given in the tender notice as specified by the Tender Inviting Authority will be the final.
Bid Openers Related
1. Who is a Bid Opener ?
Bid Opener is the Department Official, selected by the department at the time of tender creation and authorised to open/ decrypt bids received against the tender both for technical as well as financial packets.
2. Who can assign or deassign the role of bid opener and what is the procedure to get bid opener role ?
At Department level, only eProcurement user with Nodal Officer role can assign / deassign various roles in the system. You can contact your nodal officer with filled in user account creation form, available in the Downloads section
3. How many bid openers should I choose during tender creation ?
It is suggested to select bid openers type as 2 of 4. Out of this 4, any two bid opener can open the bids from the list of four officials configured during tender creation
4. What types of certificates are required for bid opener role ?
Two types of certificates are mandatorily required for bid opener role. First one is Signing certificate, used for digital signing of documents and second one is Encryption Certificate, used for encryption and decryption of bids received from the bidders/ contractors. Encryption Certificate is mandatory for a Bid Opener role.
5. From where can I select the bid openers in my organisation ?
You can select bid openers from the same level and one level up and down from the organisation hierarchy. Whosoever has mapped both certificates (Signing and Encryption) and has validity will appear in the list
6. Should I initialize my Token when I renew my DSC ?
No! DSC should not be initialized by any means. If initialized, both certificates will be removed from the token. Any old bids cannot be opened / decrypted for which you are selected as bid opener
7. What to do if Bid Opener name is not visible in bid openers list during the tender creation ?
The following possibilities may be the checked. Check, if the encryption certificate is mapped successfully with bid openers account. If bid opener is from the same level it will appear automatically.3. Bid openers from other levels are to be mapped in the list of default bid openers using the Organisation hierarchy master available on user dashboard.4. DSC should be valid for at least 45 days from the 1st Bid Opening Date. Only then the user will be displayed as one of the Bid Opener in the list.
8. What is the validity period of a Digital Signature Certificate ?
The Certifying Authorities are authorized to issue a Digital Signature Certificate with a validity of two to three years. The maximum period for which the DSC issued is now only two years
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