SAP Implementation at Municipal Corporation Greater Mumbai: Supplier Relationship Management (SRM)

SAP Implementation
At
Municipal Corporation Greater Mumbai
Supplier Relationship Management (SRM)
Unstar / e-Quotation Tender Type
Version 2.1
1
Contents
1. PROCESS BID INVITATION .................................................................................................................................. 3

2. UNSTAR BID CREATION ....................................................................................................................................... 8
3. PUBLISH UNSTAR BID INVITATION ................................................................................................................ 16
4. E-QUOTATION BID CREATION ......................................................................................................................... 19
5. PUBLISH E-QUOTATION BID INVITATION ................................................................................................... 25
6. APPROVAL OF BID INVITATION ...................................................................................................................... 28
7. CHECKING THE STATUS OF BID INVITATION ............................................................................................ 34
8. CHANGE BID INVITATION ................................................................................................................................. 34
9. BID OPENING – COMMERCIAL PACKET (PACKET C) ............................................................................... 36
10. REPORTS FOR E-QUOTATION AND UNSTAR TYPE TENDERS IN MCGM PORTAL ......................... 39
2
1. Process Bid Invitation
SRM e-tendering Pre-requisites are as Follows:
 Use Digital Signature Certificate (Class-II / III Company Type).
 Ensure that Digital Signature Certificate is only compatible to IE version 7 or higher(8,9 and 10) Operating
System of Laptop/Desktop will require Windows XP service pack 3 or higher or Windows 7, Windows 8
and Windows Vista.
 Login to system as an administrator. ( If any queries regarding system as administrator contact physical
system provider)
 This system is not supported for Browsers like Google Chrome or Mozilla Firefox etc.
 For users of Windows Vista OS, open IE by right clicking the IE short cut and select ‘Run as Administrator’.
 Browser settings require as per document published in MCGM Portal. Browser setting access three links
from MCGM portal. Path as Below:
 MCGM Portal Tenders

 Browser setting (2 Certificates available)
 Browser setting for SSL (3 Certificates available)
 CA Root certificate (1 Certificate available)
 Maintain browser settings in Internet/Intranet Zone as well as Trusted Site Zone as per Manual available
on MCGM Portal. Path is as below:
MCGM Portal Tenders

 Browser setting (Word file is available)
 Add the SRM portal site in the list of trusted sites , the path is as below:-
Tools-Internet options-security-trusted site-add the URL of SRM portal site- https://tender.mcgm.gov.in
and https://portal.mcgm.gov.in and click on OK.
 Ensure Digital Signature is properly installed and visible.

To check refer the path in Internet Explorer browser as:
Tools –Internet options –Contents –Certificates (here the name of digital signature owner will appear)
 Go through all the information on MCGM portal.
3
Open Link to access the MCGM Portal http://portal.mcgm.gov.in
https://portal.mcgm.gov.in
 Place curser on “Tenders” Tab
Place curser “Tenders”
4
 E-Tendering Login.
Click “e-Tendering Login”
 Login screen shown as below.
5
 For E-tendering access directly use below link
https://tender.mcgm.gov.in/sap/bc/gui/sap/its/bbpstart?sap-client=900
 This link may be stored in the Favorites option of browser (Menu Favorites Add to Favorites).This URL
may be useful to access the e-Tendering Application directly even if the MCGM portal is down.
 Enter User Name and password and Log In.
MCGM User Log in
Enter “User ID” and

“Password”
Click “Log On”
The below screen will be shown:
6
User Landing/Home page:
2. Unstar Bid Creation
 After login into MCGM portal , follow the below path:
Bidding Officer  e- Tendering  Process Bid Invitation
7
Click on “Process Bid Invitation”
Click “Process Bid Invitation”
 Select “Transaction Type” and click on “Create” button to create a Bid Invitation document
Select the “Transaction Type”
Click “Create”
8
In MCGM following Transaction Type are available
1) Three stage Bid

2) E-Quotation Bid
3) Un-Star Bid
Click on “Start” button, if Bid invitation is already created and it is in “Held” status.
Click “Start”
9
After Click on “Create” button below screen will apperer.
Enter Description of Bid Invitation
System calculate,
 End Date /Time (7 days from
Start Date/time)
 Packet C Opening Date (Next
working date of End Date)
 Default Packet C opening time is
15:00:00
Enter below details.

 Product Category
 Start Date/Time
 Tick/Un tick for Bids Required
for All Items (System by default
select the check box, user need
to change as per requirement)
Select Work Type
 Tender Type
 Contact Details
 Type of work
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 EMD Amount
 Estimated Tender Value
 Pre bid Meeting Date/Time
 Contract Period (Months)
 File Number
 Administrative approval by
 Administrative approval
date
 Adm. Approved bid
publishing Dt
 Remarks
 Monsoon Period
Input data information:

Input -Required Fields Field Value
Name Give Suitable name to Bid Invitation document.
Product Category Enter suitable Product Category for Bid
Responsible purchasing Default Value MCGM Purchasing Organization
Organization
Responsible purchasing group Automatically picked up from Organization Structure
Start Date and Time Enter Bid Start Date and Time
END Date and Time System Automatically calculate End Date/Time from Start Date/Time
Unstar tender- 7 days (168hrs) from Start Date & Time
Field is not editable
Packet C Date and Time C packet opening date is +1 day (Working day) of End Date & Time
for Unstar is at 15.00 hr
11
End of Binding period Enter End of Binding Period (Date) – optional field
Time Zone Default Value would be INDIA
Currency Default currency INR (Indian Rupees)
Detailed Price Information Select Simple Price Option
Bids required for all items (Check Select suitable: Unchecked / Checked
Box) Default set as “Checked”, user need to change as per requirement
Created on update by the system automatically
Changed on update by the system automatically (If bid invitation document is
changed)
Tender Type Enter value for “Tender Type”:‘01’- “Percentage Rate Tender”
Not allowed ‘02’ – Item Rate Tender
Type of work Select from given list (click on F4)
01 M&E
02 Civil
03 Electrical
04 Electronics
05 Mechanical
Demolition and
06 Propping
07 Other Works
Contact Details Enter Contact details of Respective ward Help-Desk with

Name/Phone number/E-mail ID (Special Characters are not allowed)
Tender Group (Optional) Enter appropriate Tender Group
EMD Amount Applicable
Estimated Tender Value Enter estimated Tender Value for the bid invitation
Pre-bid Meeting Date/Time As per requirement
Contract Period (Months) Enter Contract Period (Numeric) – optional field
(Optional)
Contract Period (Optional) Select Monsoon Period Inclusive or Exclusive – optional field
Testing charges (Optional) Enter Testing charges if applicable – optional field
Documents Document uploading functionality in optional for Unstar type tenders
File Number Approved File Number
Administrative approval by Enter Approval Name/ ID
Administrative approval date Enter File approval date
Adm. Approved bid publishing Dt Enter file approval bid publishing date
Remarks Remarks of files
Monsoon Period (Optional) Select Monsoon Period Inclusive or Exclusive
Testing charges (Optional) Enter Testing charges if applicable
12
Output – Results Field Value
Bid invitation Bid invitation number is generated by the system.
Click on “Item Data” tab.
Click “Item Data”
1. Select Item Type, Material / Service from dropdown list

2. Enter Material code or Service name.
3. For percentage rate tender, click on “Details” icon in “Action” column for entering estimated tender value
and WBS element.
1. Select “Item type” 3. Enter Quantity
4. For percentage rate tender

click on “Details” Icon
2. Enter Service Description
Click on Detail Display icon
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Enter estimated price & valid WBS element for Percentage type tender.
Enter Estimated Price
Enter WBS element
Click on “Bidder/Bids” tab for adding dummy bidder for the Bid invitation. The bidder number entered
in this field would be a dummy bidder. This bidder number does not belong to any existing party. This is
SRM technical requirement.
Click on “Find Bidder” button.
Click “Bidder/Bids
“
Enter *DUMMY in the Name 1 field and click on Start button at the bottom
Click “Find Bidder

“
14
Enter “DUMMY”
vendor
Click “Start”
Go to bottom of the screen, tick in the check box and click on “Transfer” button.
Click “Transfer”
Select Dummy Bidder
Following screen will appeared.
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Creating Collaboration Link:
Click on documents
Click on documents
Click on create tab
Click on create tab
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Click on collaboration link created for bid invitation
Click on collaboration bid invitation
Click on OK
Click ok
17
Click on Folder
Click on Folder
Click on create tab for create “VENDOR” folder
Click on create tab
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Click on “VENDOR” folder created and click on create tab to create folder
“NonRegGovtVendor”
Click on vendor tab
Click on save
Click on save
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Click on “NonRegGovtVendor” folder and click on create tab to create folder “SelfDeclaration” and save
click on NonRegGovtVendor
Create folder “RegCertificate” and save.
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Click on “VENDOR” folder and create folder “ElectricalLicen”
Click on vendor tab
The created collaboration link and folder structure will appear as below,
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3. Publish Unstar Bid Invitation
 Step wise process shown as below.
2. Click “Sign”
1. Click “Check”
3. Click “Publish”
Step 1:
 Click “Check” errors if any.
Click “OK”
Step 2:
 Click on “Sign” button.
Click “Sign”
 Click “Ok”.
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Click “OK”
 Select Digital Signature to sign

 Click “Ok” to proceed further
Select digital signature
Click “OK”
 System will display below message
Click “OK”
 Click “OK” to proceed further
 Step 3:
 Click “Publish”
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Click “Publish”
Click “OK”
 Click “OK”
After publishing the Bid invitation, go back to the list of bid invitation documents by following the path mentioned
below:
Bidding Officer  e- Tendering  Process Bid Invitation  Enter Bid Invitation Number  Click on Start
Check the Status of the Bid Invitation as “Awaiting Approval”.
Status of the Bid is

“Awaiting Approval”
24
4. e-Quotation Bid Creation
 After login into MCGM portal , follow the below path:
Bidding Officer  e- Tendering  Process Bid Invitation
Click on “Process Bid Invitation”
Click “Process Bid Invitation”
 Select “Transaction Type” and click on “Create” button to create a Bid Invitation document
25
Enter Description of Bid Invitation
System calculate,
 End Date /Time (3 days
from start date)
 Packet C Opening Date/
Time (Next working date of
End Date/Time)
 Default Packet C opening
time is 16:00:00

Enter below details.

 Product Category
 Start Date/Time
 End of Binding Period
 Tick/Un tick for Bids Required
for All Items (System by default
select the check box, user need to
change as per requirement)
 Tender Type
 Contact Details
 Type of work
Go to second page of Basic data screen by click on “>_” symbol
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 Estimated Tender Value
 Pre bid Meeting Date/Time
 File Number
 Administrative approval by
 Administrative approval date
 Adm. Approved bid
publishing Dt
 Remarks
 Monsoon Period
Input -Required Fields Field Value

Name Give Suitable name to Bid Invitation document.
Product Category Enter suitable Product Category for Bid
Responsible purchasing Default Value MCGM Purchasing Organization
Organization
Responsible purchasing group Automatically picked up from Organization Structure
Start Date and Time Enter Bid Start Date and Time
END Date and Time System Automatically calculate End Date/Time from Start Date/Time
e-quotation tender- 3 days (72hrs) from Start Date & Time
Packet C Date and Time C packet opening date is +1 day (Working day) of End Date & Time
for e-quotation is at 16.00 hr
End of Binding period Enter End of Binding Period (Date)– optional field
Time Zone Default Value would be INDIA
Currency Default currency INR (Indian Rupees)
Detailed Price Information Select Simple Price Option
Bids required for all items (Check Select suitable: Unchecked / Checked
Box) Default set as “Checked”, user need to change as per requirement
Created on Updated by the system automatically
Changed on Updated by the system automatically (If bid invitation document is
changed)
Tender Type Enter value for “Tender T
type”:‘01’- “Percentage Rate Tender”
27
Not allowed ‘02’ – Item Rate Tender
Type of work Select from given list (click on F4)
01 M&E
02 Civil
03 Electrical
04 Electronics
05 Mechanical
Demolition and
06 Propping
07 Other Works
Contact Details Enter Contact details of Respective ward Help-Desk with

Name/Phone number/E-mail ID (Special Characters are not allowed)
Tender Group (Optional) Enter appropriate Tender Group
EMD Amount Applicable
Estimated Tender Value Enter estimated Tender Value for the bid invitation
Pre-bid Meeting Date/Time As per requirement
Contract Period (Months) Enter Contract Period (Numeric)– Optional field
(Optional)
Contract Period (Optional) Select Monsoon Period Inclusive or Exclusive – Optional field
Testing charges (Optional) Enter Testing charges if applicable– Optional field
Documents Document uploading functionality in optional for e-quotation type
tenders
File Number Approved File Number
Administrative approval by Enter Approval Name/ ID
Administrative approval date Enter File approval date
Adm. Approved bid publishing Dt Enter file approval bid publishing date
Remarks Remarks of files
Monsoon Period (Optional) Select Monsoon Period Inclusive or Exclusive
Testing charges (Optional) Enter Testing charges if applicable
Output - Results Field Value
Bid invitation Bid invitation number is generated by the system.

Click on “Item Data” tab.
28
Click “Item Data”
1. Select Item Type, Material / Service from dropdown list

2. Enter Material code or Service name.
3. For percentage rate tender, click on “Details” icon in “Action” column for entering estimated tender value
and WBS element.
1. Select “Item type”

3. Enter Quantity
4. For percentage rate tender

click on “Details” Icon
2. Enter Service Description

Click on Detail Display icon
Enter estimated price & valid WBS element for Percentage type tender.
Enter Estimated Price

Enter WBS element
Click on “Bidder/Bids” tab for adding dummy bidder for the Bid invitation. The bidder number entered
in this field would be a dummy bidder. This bidder number does not belong to any existing party. This is
SRM technical requirement.
Click on “Find Bidder” button.
29
Click “Bidder/Bids
“
Click “Find Bidder

“
Enter *DUMMY in the Name 1 field and click on Start button at the bottom
30
Enter “DUMMY”
vendor
Click “Start”
Go to bottom of the screen, tick in the check 2.

boxClick
and “Transfer”
click on “Transfer” button.
1. Select Dummy Bidder
Following screen will appeared.
31
Creating Collaboration Link:
Click on documents
Click on documents
Click on create tab
Click on create tab
32
Click on collaboration bid invitation
Click on collaboration bid

invitation
Click on Application start
Click on OK
33
Click on Folder
Click on Folder
Click on create tab for create vendor folder
Click on create tab
34
Click on vendor tab and click on create tab and select folder for NonRegGovtVendor
Enter NonRegGovtVendor
Click on save
Click on save
35
Again click on NonRegGovtVendor and click on create tab and select the folder tab for SelfDeclaration
and save
click on NonRegGovtVendor
Same above steps required for create RegCertificate and save.
ENTER RegCertificate
Click on SAVE
36
Click on vendor tab and select the folder for create ElectricalLicen
Click on vendor tab
Enter ElectricalLicen
Click on SAVE
For create the collaboration link below screen will appears
37
5. Publish e-Quotation Bid Invitation
 Step wise process shown as below.
2. Click “Sign”
1. Click “Check”
3. Click “Publish”
Step 1:
 Click “Check” for any errors if any.
Click “OK”
Step 2:
 Click on “Sign” button.
38
Click “Sign”
 Click “Ok”.
Click “OK”
 Select Digital Signature to sign

 Click “Ok” to proceed further

Click “OK”
39
Click “OK”
 Click “OK” to proceed further
 Step 3:
 Click “Publish”
Click “Publish”
Click “OK”
 Click “OK”
After publishing the Bid invitation, go back to the list of bid invitation documents by following the path mentioned
below:
40
Bidding Officer  e- Tendering  Process Bid Invitation  Enter Bid Invitation Number  Click on Start
Check the Status of the Bid Invitation as “Awaiting Approval”.
Status of the Bid is

“Awaiting Approval”
6. Approval of Bid Invitation

After the Bid invitation published, it goes to the approver for approval process.
Approver login with his User ID and Password and then Clicks “Log On”.
Approver logs in
with his User Name
and Password
Click “Log On”
The below screen appears. Approver can see the list of Bid invitations pending for approval.
Click “Approval”
41
Click “Approval”
Approver can see the list of Bid Invitation in approval inbox.
Clicks “Bid Invitation no”.
Clicks “Bid invitation no”

for approval
42
Click on “Sign” button for digital signature to approve or reject the bid
Click “Sign”
Click “OK” to proceed further.
43
Click on OK
Select the digital signature from this screen
Click “OK”
Click “OK”
44
Click “Approve” button.
Click “Approve”
If there is discrepancy in the bid invitation approve can reject the bid by clicking the “Reject” button. Approver can
put his “Rejection Remarks” in Document Tab – Approval Note
45
Click “Reject”
Once Approver rejects the Bid Invitation, it is again send back to Bid creator for necessary changes.
The Bid Creator makes the relevant changes, and again publishes the bid document. Also resends it to approver for
approval.
The Approver rechecks the bid invitation and clicks on the “Approve” button to approve the Bid invitation
Below pop up message appeared. Click “OK”.
Click “OK”
46
After approval process is completed, the approver can log out from his account.
7. Checking the status of bid Invitation

The status of the Bid Invitation changes to “Published”
The Bid Creator can Login in his account to check the status of the Bid invitation
Follow the path: Bidding Officer  e-Tendering  Process Bid Invitation  Enter Bid Invitation Number 
Click on Start
The status of Bid

invitation changes to
“Published”
8. Change Bid Invitation

Bid Creator can make the relevant changes in bid invitation and publish the corrigendum for the changes in MCGM
portal.
47
Follow the path: Login in SRM  Click e-Tendering  Click Process Bid Invitation  Enter Bid Invitation
Number  Click on Start
Select the “Bid invitation”.
Select the Bid
Click “Change” to do changes in Bid.
 The system allows changing the bid invitation only if commercial report of the bid invitation is not opened.
 If Bid creator changes the start date and time, then system update End date & End Time and Packet C Date &
Packet C time accordingly.
 Any changes in the published bid document by the Bid Creator, goes to the approver for approval. The
Approver reviews the change and approves the same based on correctness of the data.
48
 Changed bid data display to the bidders only if bid approver approves the changed bid.
9. Bid Opening – Commercial Packet (Packet C)

The Packet C opening (Price Bid opening date and time) is directly displayed on the MCGM portal at pre defined
date/time.
A comparison report is generated which gives ranking on the overall basis.
The hierarchy of the responsive vendors will be from lowest to highest i.e., L1, L2, L3
Go to MCGM portal.
Click on “Tender”
Click “Tenders”
Click on “Commercial report” tab.
49
Click “Commercial report”
Click on “Commercial report for E-quotation/unstar” tab.
Click “Commercial report for E-

quotation/unstar”
Input fields:
 Enter “Bid Date” and click “Continue”
Click “Continue”
Select Bid Number and click “Submit”.
50
Select Bid Number
Click “Submit”
System display the below report.
51
10. Reports for e-Quotation and Unstar type tenders in
MCGM portal
Go to MCGM portal.
Click on “Tender”
Click “Tenders”
Click on “e-Quotation/Un-star Tenders” tab.
52
Click “e-Quotation / Un-
star Tenders”
Below reports are available under this tab.

1) Currently open e-Quotation/Un-star Tenders
2) Closed e-Quotation/Un-star Tenders
3) RTI Information
1) Currently open E-tenders
Input fields:
 Bid Number or Bid From Date
53
Below result will appear.
2) Closed reports
Input fields:
 Vendor Name
 Vendor no
 Bid no
 Bid From date
TO check commercial Packet result click on “Click Here” under result column.
54
Click under Result Tab
Result will display as below.
3) RTI Information
Input fields:
 Select Bid Type
55
 Ward
 Bid no
 Bid Date
System will display result as below.
56

SAP Implementation at Municipal Corporation Greater Mumbai: Supplier Relationship Management (SRM)

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SAP Implementation at Municipal Corporation Greater Mumbai: Supplier Relationship Management (SRM)

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SAP Implementation

Supplier Relationship Management (SRM)

Unstar / e-Quotation Tender Type

1. PROCESS BID INVITATION .................................................................................................................................. 3

 Use Digital Signature Certificate (Class-II / III Company Type).

 MCGM Portal Tenders

MCGM Portal Tenders

 Ensure Digital Signature is properly installed and visible.

 Go through all the information on MCGM portal.

 Place curser on “Tenders” Tab

Place curser “Tenders”

Click “e-Tendering Login”

 Login screen shown as below.

 Enter User Name and password and Log In.

MCGM User Log in

Enter “User ID” and

Click “Log On”

The below screen will be shown:

2. Unstar Bid Creation

 After login into MCGM portal , follow the below path:

Bidding Officer  e- Tendering  Process Bid Invitation

Click “Process Bid Invitation”

Select the “Transaction Type”

1) Three stage Bid

Enter Description of Bid Invitation

Enter below details.

Select Work Type

Input data information:

Contact Details Enter Contact details of Respective ward Help-Desk with

Click on “Item Data” tab.

Click “Item Data”

1. Select Item Type, Material / Service from dropdown list

1. Select “Item type” 3. Enter Quantity

4. For percentage rate tender

2. Enter Service Description

Click on Detail Display icon

Enter Estimated Price

Enter WBS element

Click on “Find Bidder” button.

Click “Find Bidder

Select Dummy Bidder

Following screen will appeared.

Click on create tab

Click on create tab

Click on collaboration bid invitation

Click on create tab for create “VENDOR” folder

Click on create tab

Click on vendor tab

Create folder “RegCertificate” and save.

Click on vendor tab

 Click “Check” errors if any.

 Click on “Sign” button.

 Select Digital Signature to sign

Select digital signature

 System will display below message

 Click “OK” to proceed further

 System will display below message

Check the Status of the Bid Invitation as “Awaiting Approval”.

Status of the Bid is

 After login into MCGM portal , follow the below path:

Bidding Officer  e- Tendering  Process Bid Invitation

Click on “Process Bid Invitation”

Click “Process Bid Invitation”