GOVERNMENT ELECTORONICS PROCUREMENT SYSTEM OF NEPAL

E- BIDDING USERS MANUAL

|| BUYER USERS GUIDE || VER 1.0.0

Public Procurement Monitoring Office

Tahachal, Kathmandu, Nepal Tel:- +977 1 4030518/4030546 Fax:- +977 1 4030642 URL:- www.ppmo.gov.np www.gepson.gov.np

Contents
Buyer Login .........................................................................................................1 Retrieve Password................................................. .............................. ...............1 Post Tender .........................................................................................................1 Publish Tender .....................................................................................................5 Tender Amendment .............................................................................................6 Responses to Tender ............................................................................................8 Award the Selected bid.........................................................................................9 Update User Profile ............................................................................................ 10 Acknowledgements ............................................................................................ 11 Buyer Logout ..................................................................................................... 11

Buyer Login
In the right side user login panel of homepage select user type as Public Entity and enter the valid username and password and click login button.

Forgot Password If you have lost your password, 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.

Post Tender
After logging in as the Buyer, click on the Post Tender button on the left menu. The tender form will be loaded as shown below. Different form fields are described below.

Tender Notice No.: This is a code provided for the particular tender notices according to the type and category of tender when it is published.

Tender Category: This field describes the category of tender as below.

Tender type: Tender type is a field which defines the type of tender if it is Public Bidding or Sealed Quotation or Sealed Proposal etc.

Number of Contracts: A tender notice may contain number of contracts. This field indicates the total number of contracts on the particular tender notice. The same number of lines of Add Details button will be listed according to the total number of contracts Buyer selected like below.

Now, the Buyer may click on the Add Details button to add the Contract Details and Bid Documents on the tender. The buyer will see the form as shown in the figure below.

The Buyer has to enter the Name / Code for the contract and select the total numbers of Documents to be uploaded for the particular Contract (i.e Bid Document, Technical Specifications, BOQ etc.) . Then, enter the document name, select the appropriate file, and click on the Post Bid Documents button to upload. Tender Notice: The Buyer should enter the tender notice on this field as published on the newspaper. The Buyer may copy all the tender notice from the Word/PDF file and paste on the text box by clicking on the MSWord icon on the text editor or by pressing CTRL+V keys.

Published Newspaper: The buyer should enter the name of the Newspaper in which the tender notice was published. Notice Published Date: Published Date is the date of the tender notice published in the newspaper. Last Date for Bid Purchase: This is the last date for the bidder to purchase the bid document from the Department of Road. Without purchasing the original bid document from the Department of Road, the Bidder can not bid the tender. Last Date of Bid Submission: This date/time denotes the date/time afterward the bidder wont be able to bid on the tender. Opening Date: Opening date is the date/time afterward which the Buyer my download all the bid documents submitted by the bidders. After this time the Buyer may award the contract to the best bidder.

Note: The Buyer may either select date from the date picker or manually type the date in 2011-01-01 format.
Enquires: In enquires section, enter the name, phone number and email address of the person from whom the bidder may get the appropriate information about the tender notice.

Post Tender: After providing all the tender information, the Buyer shall click on the Post Tender button. Then the tender notice will be posted to the Publish Tender section as an unpublished tender, these tenders won't be visible to the bidders until they are published by the Buyers.

Publish Tender
The posted tenders wont be directly published on the website but is posted in this page, first as unpublished tenders.

Now click on the tender title to view the tender notice details. The Buyer may check and verify all the tender notice and may also modify as necessary and update by clicking the Update Tender Notice button.

If the Buyer wants to change the contract document, he/she shall click on the respective Edit button beside the contract name as shown in the figure below.

Then the Buyer will be able to add/delete the Bid Documents for the particular contract and click on the Done button. After finalizing or updating the Tender Notice, if you wish to publish this notice to public / Bidders, click on the Publish Tender button, and it will go to tenders section and displayed on the tender page so the bidders/ public will be able to view all the details and Bid the tender.

Tender Amendment
Once a tender notice is published, the Buyer won't be able to edit it again, but will be able to amend or issue clarification or change the bid submission date/time in the tender notice by issuing /adding the addenda and clarification. If necessary, the Buyer may also upload the Addenda/ Clarification documents, as well. The added Addenda/ Clarification will be posted on the Tender Detail page just below the tender notice with the Addenda/ Clarification posted date and facilitating Bidders to download it.

Click on the running tender notices and the page will the tender detail will be loaded. Now, the Buyer shall click on the Add Addenda/Clarification button to load Tender Amendment page for the particular tender notice as shown below.

If the Buyer wishes to change the Date and Time of last purchase date, bid submission date or bid opening date, the Buyer may update in this Modify Date/ Time section of this page.

For this the Buyer just need to enter the newspaper in which the Amendment notice was published and published date, select new date and time for each event as shown in above image and click on the Update Date/Time button.

Responses to Tender
In this section, the Buyer will be able to view all the Tenders published by him and viewing and downloading the electronically submitted bids. Afterward the Last Date of Bid Submission the Buyer will be able to see the total no. of bids posted and list of the Bidders for the particular contract. This section is for viewing and downloading the electronically submitted bids from bidders. In general, it is opened by the Buyer after the bid submission deadline and while opening the bids, electronically. It shows list of tenders published by the particular buyer with tender details, published date, bid submission date, and Responses from the Bidders, if any.

Only after the Last Date of Bid Submission, the Buyer may see the list of Bidders as shown below, but couldn't see the detail bid information. After Bid Opening Date, Buy may download the electronically submitted Bid Documents of the particular Bidder by clicking on the Detail button.

Now, the Buyer shall download all the uploaded Bid Documents by the particular Bidder as shown in the figure below.

Award the Selected Bid

After downloading all the documents the Buyer may award the contract to particular Bidder by checking the check box beside the Bidder and click on the Award the Selected Bid button. If the Buyer wants to award the bid which is not submitted electronically, the Buyer may click on the Award the Bid to Non-Electronic Submission button.

After awarding the contract the Buyer shall post the Contract detail with the contract information such as contract winning company, contract amount, completion date etc. This information will be published on the Awarded Contracts page so the every website visitors can see the information about the awarded contracts.

Update Buyer's Profile

As soon as the Bidders log in, there is provision of changing the Buyer's information. Just below the Buyer'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 Buyer's information. The form shown 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 Buyer 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 Buyers are not allowed to update their username and email as they are considered as the identification of the Buyers. If the Buyer needs to change their email address, Buyer may request the System Administrator to update the email address.

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Acknowledgement
In this page the Buyer will get all the acknowledgements about the reception of emails from the Bidder for the tender notices published, tender amendment made etc by the Buyer. The Buyer will be able to check the entire acknowledgements according to the tender notices.

Buyer Logout
After completing of the works the Buyer should log out by clicking on the Logout button on the bottom of the left side menu. As soon as buyer clicks on logout button all the session information of the buyer will be killed and no one will be able to see and modify the buyers information until logging in again by entering valid username and password.

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