Online - eTender & eProcurement process in Uttar Pradesh

eTenders, also known as electronic tenders, are an internet-based process of acquiring tenders from public procurement through various government-owned entities via eProcurement portals.

The entire procedure of allocating a tender, from the advertisement to the selection of vendors, is done online. eTenders are preferred by most government & private entities because of transparency, implementation, and cost efficiency.

etenders enable these entities to obtain the best solutions to their problems from global vendors. In addition, increased competition among vendors guarantees that these organizations receive the most competitive pricing and quality products.

Bidding and procurement for government contracts are done through various eProcurment portals such central public procurement portal (CPPP).

The tender type relies on the project’s complexity and the expertise needed to complete the project.

• Open tenders: These are the common type of eTenders, Where the Tenderer issues a notification on the eProcurement platform as per their requirements for their respective states. Tender notices contain essential information such as due dates, documents needed, and conditions to qualify for the tender.
• Selective tendering: As the term itself is self-explaining, a few vendors are allowed to participate in bidding in such tenders. Selective tendering is used for projects that require immense expertise and knowledge to complete the project. Authorities first shortlist a few vendors based on their past performance and expertise and then send them documents related to the tender.
• Negotiation tendering: These tenders are allocated for specialized fields such as engineering projects and construction. Usually, the Client directly contacts the contractors and negotiate overall project costs, terms & conditions as per their need. Such contracts are given to single contractors rather than many vendors.

The entity allocating tenders will decide what tender will be used and released. Once the tender is finalized, the next step is to establish the method of seeking information from the contractors.

  Expression of Interest (EOI):   Request for Information (RFI):   Request for Proposal (RFP):   Request for Quotation (RFQ):

Online enrolment for eTenders on the eProcurement portal is elementary as a bidder/vendor.

• Go to eTenders Home Page, Click on the Online Bidder Enrollment link and fill up the registration form online. You can use the login id to log in on successful submission.
• Then log in again using your registered username and password and Map your class 3 Digital Signature Certificate (DSC) with your account.

Once the DSC mapping is completed, bidders can use their username and password to access their profile.

1. Log in to the Portal using your user ID and password.
2. Update profile documents such as certifications and purchase orders under the My Documents tab on your profile.
3. Check tender notification as per your requirement and can download tender documents to study them thoroughly before filling for bidding. (Bidder can check tender even without logging in to profile).
4. Once all prerequisites are met, fill out the BOQ without changing the template and upload it. Bidders are only allowed to fill names and values in the BOQ.
5. Prepare the bidding documents and submit them in the acceptable format only. If there are more than two files, the bidder can club them together.
6. Once the submission is made, bidders must click FREEZE BID BUTTON to ensure the successful compliance of the bid for the particular tender.
7. After closing the bid, take print of the bid summary as the token of acknowledgement of submission.

Online enrolment for eTenders on the eProcurement portal is elementary as a bidder/vendor.

• Paperless online process From the creation of vendors’ profiles to the final allocation of a government contract to contractors, everything is done online through a secured eTender portal.
• Cost-efficient and time-saving processThe eTendering and procurement process significantly decreases the cost of publishing tenders compared to the traditional tender system. Public and private entities are no longer required to advertise their projects to find potential bidders.
• .Live tenders on a secured portal Tenders are live on the Portal from the moment they are notified till the closure of the tender. The traditional tender process takes months and involves much paperwork only available through conventional sources like newspapers.
• Transparent procurement policy The whole tendering and procurement process is entirely online, thus making it more reliable and transparent, with no scope of malpractice.

As per the guidelines of DGIIT, the preferred choice for clients is to award contracts to make-in-India-certified manufacturers. The government is looking to promote local industry and self-reliance in manufacturing. However, non-local vendors can also participate in some specified tender as per the requirement of the clients.