Special Instructions to the Bidder for participating in e-Tender

Indian Oil Corporation Ltd. has developed a secured and user friendly e-Tendering system
through National Informatics Center (NIC), which enables Vendors / Bidders to Search, View,
Download tenders directly and also enables them to participate & submit online bids on the e-
Tendering site https://iocletenders.nic.in in a secured and transparent manner maintaining
confidentially and security throughout the tendering process.

Bidders are advised to download Notice Inviting Tender along with other tender documents
from the e-Tendering portal https://iocletenders.nic.in free of cost using their digital signature
& registered user ID. The bids should be submitted online on our e-Tendering portal only. EMD
/ any other document(s) as per Tender (to be submitted in original) must be submitted before
the due date and time failing which the bid shall be summarily rejected.

Vendor should have a legally valid 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 (For details regarding Digital Certificate Provider please
refer to Point 8 of “Information about DSC” on the home page). Portal allows new mapping of
only Class- 3 Digital Signature Certificate. However, Class -2 Digital Signature certificates
already mapped in portal shall continue to function till their expiry and post their expiration,
portal shall allow mapping of only Class – 3 Digital signature Certificate. All interested bidders
are requested to register themselves using the link “Online Bidder Enrollment” on the home
page and enroll their digital certificate during their first login attempt.

It is advised to take extreme precautions while mapping digital certificate to a particular

user profile. Once a digital certificate is enrolled to a user account, it cannot be used for
any other registration in the system.

Bidders are requested to read following conditions in conjunctions with various conditions,
wherever applicable appearing with this bid invitation for e-Tendering.

The conditions mentioned herein under shall supersede and prevail over the contradicting
conditions (if any) mentioned elsewhere in the tender documents.
 Special Instructions to the Bidder for participating in e-Tender

1.0 Procedure to submit On-line Bids

For this purpose, Vendors/Bidders are advised to read the instructions available in the
homepage of the portal where detailed procedure for submission of bids is available under the
section “Bidders Manual Kit”.

2.0 System Generated Communication(s)

The alerts / reminders in the form of SMS / e-Mail are given to bidders by the system at various
stages of tender as mentioned below:

• Reminder for Registered Digital Certificate Expiry before 30 days;

• Issuance of Single / Limited Tenders to the selected bidder(s);
• Change in Password;
• Bids uploaded but ‘Freeze’ button not clicked;
• Reminder for Participation in case of Limited / Single Tender; (w.e.f. 28.07.2019)
• On Response of clarification sought by bidder; (w.e.f. 28.07.2019)
• On issuance of Corrigendum to all selected bidders in limited / single tender and in case
of open tenders to those bidders who have saved the tender as favourite; (w.e.f.
28.07.2019)
• Raising of any Techno-Commercial Query by concluder to the respective bidder;
• On freezing Techno-commercial Evaluation by concluder;
• Date and Time for Opening of Price Bid to all technically accepted bidders;
• Intimation of Publication of Auction properties to all qualified bidders;
• Reminder mail for participation in Reverse Auction (w.e.f. 28.07.2019)
• AOC to successful bidder(s).

Please note, communication alerts in the form of e-Mail/SMS will be sent to the bidder if and
only if bidder’s e-Mail/Mobile No. registered in the portal is correct and updated.

In addition to the above communication, the information is updated in portal in “Dashboard”

option available under “My Accounts” menu like:

• Limited Tender(s) to be made as favourite;

 Special Instructions to the Bidder for participating in e-Tender

• TQ/CQ to be responded;
• Bids to be frozen;

NOTE:-

The above mentioned are only indicative, all bidders must login and visit their DASHBOARD
section on regular basis to get the timely updates related to the pending activities as
mentioned above even if they have missed/ not received any communication sent in the
form of e-Mail / SMS by system..

3.0 Tender Search

All tenders available on the website can be searched by using the “Search Active Tenders”
menu under Bidder’s profile. Use any of the searching criteria to search your tender. For a
refined search, enter e-Tender ID under “Tender ID” or enter Work Title under “Work/Item
Title” and click Submit. The intended tender(s) should be checked and saved as “Favorite” by
clicking on the check box. The bid submission process will start by clicking the menu “My
Tenders”.

4.0 Price Bid

Price Bid (BOQ) as given in the tender must be downloaded and saved at bidders’ local PC /
Laptop without any change. Bidders shall fill the required details/prices in BOQ, save it and
upload the filled-in BOQ in the portal.

5.0 Tampering of Documents

The following shall be considered as Tampering of documents:

o Submission of Scanned copy or Photocopy of Price bid (BOQ);

o Submission of any file other than original Price Bid (BOQ);
o Insertion of additional sheet(s) in Price bid (BOQ);
o Change in content or context of the original file of Price bid (BOQ);
o Protection of Price bid (BOQ) Workbook over and above Sheet Protection done by IOCL.
 Special Instructions to the Bidder for participating in e-Tender

Such bids will be summarily rejected at the time of evaluation.

NOTE: -

Bidders are advised not to use Information Rights Management (IRM) feature on BoQ and
any other excel file submitted during bidding process. IOCL shall not be responsible for any
consequential result due to same.

6.0 Uploading and Confirmation

Bid along with all the copies of documents should be submitted in the electronic form only
through IndianOil e-Tendering system. Bidder must ensure that their bid submission is complete
in all respect by clicking on the ‘FREEZE BID SUBMISSION’ button. Any revision or amendment
in bid after bid submission shall be possible only up to the due date and time of submission of
tender. Bidder in turn will receive an acknowledgement against his/her bid submission.
Successful submission of bid can also be verified under “My Bids” section.

Bidders have an option to Resubmit their bid till due date and time of submission of tender
by using “Resubmit” button. In this process only the technical and financial document
submitted can be changed. Bidder(s) cannot change the profile details and preferential
status availed during initial submission of bid. Bidders are advised to exercise caution during
first submission of bid itself.

Bidders can withdraw their bid by using “Withdraw” option. Once a bid is withdrawn that
particular bidder will not allowed to participate in the tender again.

File Format / Extension

IOCL e-Tendering application supports following four file formats.
• pdf (Portable Document Files)
• xls (Spreadsheet Files in Microsoft 97-2003 Format)
• jpg (Image Files)
• rar (Compressed Files)
Out of these four formats, different formats are supported at different events.
 Special Instructions to the Bidder for participating in e-Tender

Packet/Cover
Packets/Covers in a Tender provide the space where tender creator shall specify the
documents description and its file format to be uploaded by the bidders. Bidder can
submit the specified documents in the same format only as asked by the tender creator.

7.0 In case of Online Earnest Money Deposit (EMD)

A. Payment of Earnest Money Deposit (EMD)

(a) The requisite EMD amount be submitted online by using either of the following
methods ONLY:
I. Through “Online Net Banking” (for stage wise process, please see below)
II. Through “NEFT / RTGS” (for stage wise process, please see below)
(b) In case of online payment through Net Banking the bidder should have active bank
account with internet banking facility. IOCL e-Tendering portal facilitates online
transaction for all major banks.
(c) The Bank account used by the bidder for submission of EMD should remain available
till the complete processing of the tender for refund (if any).
(d) Freezing of Bid can be done only after completion of EMD submission process.
B. Refund of Earnest Money Deposit (EMD)

For detailed process of EMD refund, please refer “FAQs-IOCL-Online-EMD” document

attached as part of Tender Documents.

8.0 Process for Online Earnest Money Deposit (EMD)

A bidder will have to claim exemption on the EMD Exemption screen if:

- Bidder is exempted from paying EMD under the provisions in tender terms and
conditions
- Bidder is paying EMD through Bank Guarantee
- Bidder is paying EMD through Swift Transfer
Special Instructions to the Bidder for participating in e-Tender

- Bidder is paying partial EMD and claiming exemption for partial EMD amount as per
Tender Terms & Conditions
Hence only those bidders who are paying 100% EMD and paying it through online modes
available in portal i.e. either via Net Banking or via NEFT/RTGS will select “No” in EMD
exemption screen. Steps to claim EMD exemption and make payment are as given below:

1. Claiming EMD Exemption, (if applicable) - Bidder to confirm whether he is submitting

EMD through Bank Guarantee (BG) or via Swift Transfer (ST) or paying only partial EMD
amount or if he is exempted from EMD payment. Upon selecting “Yes” for the same,
portal will prompt the bidder to upload Exemption document.

For detailed process of EMD exemption, please refer “FAQs-IOCL-Online-EMD”

document attached as part of Tender Documents.

2. Payment Detail and “Confirm to Pay”- Bidder to check the EMD amount details and
subsequently confirm the EMD payable details by clicking on “Confirm To Pay” button
as shown below:
Special Instructions to the Bidder for participating in e-Tender

Once the bidder clicks on “Confirm to Pay” button in the above screen, EMD details
can NO LONGER BE CHANGED FOR THE BID. Bidders are advised to exercise due
caution in the process.

Also the bidder will be prompted to pay online EMD, along with details of the Date and
Time when he has confirmed the EMD details in above page, as shown below:
Special Instructions to the Bidder for participating in e-Tender

Online payment option- There are two options i.e. Online NetBanking or NEFT / RTGS
mode.

a. In case of Online Net Banking, bidder must have net-banking user ID and password.

b. In case of NEFT / RTGS, site will generate the Payment Challan, which bidder will
submit to his bank in physical form for making payment. After making payment,
bidder to update the payment detail on to e-Tender portal.

a. Online Net Banking

In case Net Banking is selected by clicking on – “Online Net Banking”, System will
take bidder to Payment Gateway site where bidder has to select net-banking bank
name, here in the exemple, State Bank of India is selected. Bidder can make
payment as any other net-banking payment is being made.
Special Instructions to the Bidder for participating in e-Tender
Special Instructions to the Bidder for participating in e-Tender
Special Instructions to the Bidder for participating in e-Tender
Special Instructions to the Bidder for participating in e-Tender

Once, payment is SUCCESSFUL, payment complete message will flash and bidder can
freeze the bid.
Special Instructions to the Bidder for participating in e-Tender

b. NEFT / RTGS payment

In case bidder selects payment mode as NEFT / RTGS, a payment challan will be
generated for making payment. Bidder to note that they should make NEFT payment
atleast two working days in advance to Bid Submission End Date of Tender.

Note:

1. Only after realization of payment at e-Tendering Portal, “Freeze Bid

Submission” button shall be enabled and bidder can submit their offer by
clicking on “Freeze Bid Submission” button.

2. If the bidder submits bid through claiming “Full Exemption” and uploads NEFT
/RTGS payment proof as supporting exemption document for whatsoever
reason (e.g. late submission of EMD to bank, wrong account selection etc.),
such bids shall be summarily rejected.
 Special Instructions to the Bidder for participating in e-Tender

Bidder to download the NEFT Challan to make payment. Sample Challan is shown below.
 Special Instructions to the Bidder for participating in e-Tender

Once, payment status is SUCCESS, Transaction completion messagae will flash and bidder can
freeze the bid. Here it is showing as ‘Paid –Subject to Bank Clearance”, status will change
to Success on next day.
 Special Instructions to the Bidder for participating in e-Tender

9.0 Help Desk

A. Helpdesk Nos. for portal related issues:

Bidders may contact the following resource persons for any assistance required in this regard.

Mr. Ravi Kolkata +91-8981665512 Mr. Deepak Mumbai +91-9820177883

+91-8130634323
Mr. Shashi Noida Mr. Ankit +91-124-2861416
+91-120-2448446
Mr. Darshan
Mr. Sawan New Delhi +91-8130269544 Gurugram +91-124-2861417
Singh
Mr.
Mr. Mayank Mumbai +91-22-26722904 +91-124-2861418
Shamsher

Help Desk Email ID : etenderinghelpdesk@indianoil.in

ethdmkhonic@indianoil.in

mkteroetenderhd@indianoil.in

Business Hours: Mon – Fri, 09:00 to 16:45 Hrs India Time (IST) (GMT + 5:30 Hrs)

B. Help Desk Nos. for Payment Gateway (PG), EMD Refunds and RTGS/NEFT transactions
related issues:

Levels Name Email ID Contact No.

Level 1 etendering@icicibank.com

Sneha Ega sn.s@icicibank.com 022-61376644

Suraj Vihire suraj.vihire@icicibank.com 022-61376740

Prajakta Gaikwad gaikwad.prajakta@icicibank.com

Level 2 Sushilkumar Gupta sushilkumar.gupta@icicibank.com 022-61376752

Level 3 Pradeep Kadam pradeep.kad@icicibank.com

 Special Instructions to the Bidder for participating in e-Tender

10.0 Special Note

• Bids can only be submitted / resubmitted before the last (and extended last) date and time
of submission as per tender.
• The system time (IST) displayed on e-Tendering web page shall be considered as the
reference time for all transactions and no other time shall be taken into cognizance.
• Bidders are advised in their own interest to ensure that bids are uploaded and submitted
successfully in e-Tendering system well before the closing date and time of bid.
• No physical bid shall be accepted except the documents as specified in tender.
• IndianOil does not take any responsibility in case bidder fails to upload the documents in
the portal within specified time.
• Bidders are requested to provide correct/latest “e-Mail address” and “Mobile No.” for
receiving updates related to e-Tender from time to time.

for and on behalf,

Tender Inviting Authority,
Indian Oil Corporation Limited