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23 15:46:15 IST
Volume III
Release Date: 23-01-2014
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Table of Contents
1 1.1 1.2 1.3 1.4 2 3 General Information ............................................................................................................................... 3 Application Overview ......................................................................................................................... 3 Purpose of this document .................................................................................................................. 3 Scope ..................................................................................................................................................... 3 Points of Contact ................................................................................................................................. 3
Getting Started.......................................................................................................................................... 4 RA specific Functions at buyers end ................................................................................................... 4 3.1 3.2 NIT Header Creation ........................................................................................................................... 4 Publish Tender ....................................................................................................................................... 4
4 5
Tender Box Opening Process- ................................................................................................................ 5 Activities by the assignee officer ........................................................................................................... 6 5.1 5.2 5.3 Scheduling of RA ................................................................................................................................. 6 Closing of RA ........................................................................................................................................ 7 Re-scheduling of Reverse Auction ................................................................................................... 9
Activities at vendors end ..................................................................................................................... 11 6.1 6.2 6.3 Techno-commercial Bidding process in Reverse Auction ......................................................... 11 Submission of Taxes, duties and levies ........................................................................................... 12 Financial Bidding ............................................................................................................................... 13
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General Information
The Indian Railway Electronic Procurement System (IREPS) is the application of on-line electronic tender processing, contract management and auction processing for the Indian Railways. The IREPS application will allow users to capture data at various levels of the procurement process using various security features like digital signature certificate, encryption and decryption of data etc. This application can be accessed with valid user id / password in combination with a digital signature certificate. This application is designed to provide the users complete e-procurement solution from publishing of the NIT and receipt of materials by the consignees.
1.3 Scope
This document provides information and Details of various functionalities available in Reverse Auction module to be used by Department Administrators and standard Purchase users in the buyers organizations and vendor users. It is assumed that users are acquainted with functioning of IREPS as regards to other types of tenders.
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2 Getting Started
Login process for the users has already been described in other user manuals hence not discussed here. Railway users login as usual and create NIT (tender). Only functionalities, specific to reverse auction are being detailed below.
3.1
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4 Tender Box Opening ProcessTender Opening process is similar to normal two bid system e-tenders. After clicking on Tender Box Opening action icon, page for password and digital signature certificate authentication page will open. After authentication of tender opening officials, suppliers list with their technical offer and tabulation will open as shown below. Dealing Officer (Convener of Tender Committee) is assigned just after opening of the Techno-commercial Bids. This assigned officer will later scrutinize techno-commercial bids and schedule RA. He can re-assign the case to some other officer also. After saving convener RA tender status will change to Under Evaluation and this tender case will made available in the assignee officers inbox Tender Cases Under Technical Evaluation for Two Packet system and Reverse Auction from where will perform further activities.
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5.1 Scheduling of RA
After evaluation of techno-commercial bids, the assigned officer will be required to enter suitability of techno-commercial bids. On clicking action icon Finalize techno-commercial offers technical evaluation page will open as below:
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5.2 Closing of RA
The assignee officer can view bidding process. After auction closing date and time lapsed the identity of all participating vendors will be disclosed. Now railway user can close the RA bidding process by clicking on button Close Bidding Process. Tabulation can be generated by clicking on tabulation icon or view offer icon in railway users inbox Tenders Opened or from quick or Advance search options.
After closing of auction, based on the last bids of each vendor, financial tabulations and offers will be generated and made available to all concerned users.
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Financial Bid
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Techno-commercial tabulation
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Re-scheduling action icon is available under Tender Opened inbox and action icon name is Suppliers Techno-Commercial bid status.
After opening techno-commercial bid status page a button named Re-schedule Reverse Auction is available. Using this button RA start date time and close date time can be refixed. Maximum number of auto extension and minimum decrement can also be changed using this process.
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It may be noted that techno-commercial bids will not be considered complete until above page is appeared. Bidders Are advised to note this Bid ID for future reference, if required.
Before submitting financial offer vendor have to submit taxes, duties and levies as below:
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After submission of taxes and duties for all items Enter to Bidding Room icon will be enabled. The vendor can revise Taxes duties and levies any time before submission of first financial bid.
After entering basic rate click calculator icon it will calculate total bid values including taxes and duties. Value should be less than (Last bid total value minimum decrement in percent). If any vendor will submit financial offer in last minute of bidding process then closing time will be extended to next 300 seconds. Such auto extensions are is possible upto maximum number of auto extensions specified at the of scheduling RA.
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Breakup of total bid value can be seen by clicking on bid value. After closing of RA, identity of all bidders will be shown to each participating vendors and authorized railway users.
Rest of the processes is similar to normal e-tendering process, hence not discussed in detail.
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