VENDOR S GUIDE TO OFB E-PROCURMENT APPLICATION

OFB eProcurement

Vendor Handout

VENDOR’S GUIDE TO OFB E-PROCURMENT APPLICATION About OFB eProc In line with emerging global best practices in the procurement space, OFB has adopted e-procurement to th automate the tendering system which will be live from 15 Jan 2011 and all tenders above Rs.10 Lakhs will be invited online through OFB e-procurement application. Readiness to Use In order to actively start using OFB eProcurement application, the following is needed: • • • • • • • • • • •

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Awareness of Procurement Processes Access to a Computer and Internet Knowledge of simple Internet applications and basic computer skills (e.g. basic MS office) 2 valid email addresses – the vendor organisation email address as well as the vendor representative email address Enrolment approval confirmation, all account and password related information will be sent to the email address of the vendor representative The vendor organisation email address will be the default email for all communications with the company and also for any clarification if required by OFB. For all published tenders, vendor would receive tender intimation. A valid class III Digital Certificate. [The Digital certificate can be obtained from any of the seven CA (Certifying Authorities). The List of CAs is available on http://cca.gov.in] Digital certificate should be bought in the name of the Company and should display company name along with the name of the digital certificate holder. Only class III Digital Certificate will be used for tender submission The following documents need to be attached while enrolling online. Each file size should be less than 5 MB: o Balance Sheet (Last 3 years) o PAN Card o List of Machines & Vintages o Manufacturing Facilities & Locations o NSIC/SSI Registration Certificate (If applicable) o DGS&D Registration Certificate (If applicable) o DGQA Registration Certificate (If applicable) o Details of registration with Other Defence Departments (If applicable) o Details of registration with Any Other Ordnance Factories for different Product (If applicable) You can only upload files with extensions - doc, docx, pdf, ppt, rtf, txt, xls, bmp, gif, jpeg, jpg, tif

How to get started 1. Vendor Enrolment a) Registered Vendor 1) Go to https://ofbeproc.gov.in and click on the vendor login link and proceed to the Vendor Enrolment Instruction page. 2) Select ‘Registered’ option, the Factory you intend to enroll for and Factory Vendor Code. This option is applicable only for vendors who know their Factory Vendor Code (Factor vendor code will be send to all MM vendors through email). Select the factory with which you want to get enrolled.

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OFB eProcurement

Vendor Handout

3) Click on Terms and Conditions link to read the Terms and Conditions. Tick the box if you agree to the Terms and Conditions. 4) Click the Acknowledge button to proceed further 5) Basic Company details will come pre-filled but you have to fill in the rest of the details 6) Please note that the email details filled in, in the ‘Company Information’ section will be the default email for all communications with the company. 7) In the ‘Login Details’ section enter vendor representative’s name, email contact (which will be used for login account and password related information) Login ID which will be used to login to OFB eProcurement Application. 8) Check availability of Login ID. Incase this ID is not available you will have to create another one and repeat the step till you get an available ID 9) Click on ‘Select Certificate’ button to register your digital certificate. Certificate details will be shown on the page after registering the certificate. 10) Click on the ‘Next Step’ to proceed to the next page – ‘Area of Business’ 11) In case you want to abort the registration, click on the ‘Cancel’ button to go back to the ‘Vendor Enrolment Instruction’ page 12). Enter the materials/items you intent to sale to the Ordnance Factory. You can type multiple items. 13) Enter Details of Current Products & Services, Technical Collaborations (Foreign or Indigenous), Major Customers along with List of Items Supplied to individual Customer 14) Click on the ‘Next Step’ and proceed to fill in details about your Company Profile 15) Provide your Company’s Turnover for the last 3 years. Incase you have been in business for less than 3 years, say since the previous year, then for the previous 2 years before that you can put your turnover as 0. 16) Fill in the other information such as - details on the strength of your work force, attach the requisite documents specified above, furnish a short paragraph that best describes your company 17) You can check all the filled in details and if you want to make changes click on “Previous Step” 18) Click on the ‘Next Step’ and proceed to view “Final Submission”. 19) To Edit/Modify your form, click on the relevant edit button 20) Read the ‘Declaration’ and enter verification code below and click on the ‘Next Step’ to submit your Enrolment Form. 21) You will receive an Acknowledgement No. 22) Note down the Acknowledgement No or take print out for future correspondence

b) New Vendor 1) Go to https://ofbeproc.gov.in and click on the vendor login link. Then click on the vendor login link and proceed to the Vendor Enrolment Instruction page. 2) Select ‘New’ option, Factory and Area of Interest / Procurement Type (Materials, Components & Services) you intend to enroll for. 3) Click on Terms and Conditions link to read the Terms and Conditions. Tick the box if you agree to the Terms and Conditions. 4) Click the Acknowledge button to proceed further 5) Fill Company Information required in the form like company name, TAN/PAN (For Indian Vendor either TAN or PAN is mandatory), registered address, contact information, CEO/Proprietor details, etc

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OFB eProcurement

Vendor Handout

6) Please note that the email details filled in, under the ‘Company Information’ section will be the default email for all communications with the company 7) In the ‘Login Details’ section enter vendor representative’s name, email contact (which will be used for login account and password related information) Login ID which will be used to login in to the OFB eProcurement Application. 8) Check availability of Login ID. Incase this ID is not available you will have to create another one and repeat the step till you get an available ID 9) Click on ‘Select Certificate’ button to register your digital certificate. Certificate details will be shown on the page after registering the certificate. 10) Click on the ‘Next Step’ to proceed to the next page – ‘Area of Business’ 11) In case you want to abort the registration, click on the ‘Cancel’ button to go back to the ‘Vendor Enrolment Instruction’ page 12) Enter the materials/items you intent to sale to the Ordnance Factory. You can type multiple items. 13) Enter Details of Current Products & Services, Technical Collaborations (Foreign or Indigenous), Major Customers along with List of Items Supplied to individual Customer 14) Click on the ‘Next Step’ and proceed to fill in the details about your Company Profile 15) Provide your Company Turnover for the last 3 year, Incase you have been in business for less than 3 years, say since the previous year, then for the previous 2 years before that you can put your turnover as 0. 16) Fill in the other information such as - details on the strength of your work force, attach the requisite documents specified above, furnish a short paragraph that best describes your company 17) You can check all the filled in details and if you want to make changes click on “Previous Step” 18) Click on the ‘Next Step’ and proceed to view “Final Submission”. 19) To Edit / Modify your form, click on the relevant edit button. 20) Read the ‘Declaration’ and enter verification code below and click on the ‘Next Step’ to submit your Enrolment Form 21) You will receive an Acknowledgement No. Note down Acknowledgement No or take print out for all future references. c) Activate Login 1) After submitting Enrolment Form, you will receive Vendor Enrolment Acknowledgement email which contains your Enrolment Reference No and an Activation Code. 2) The mail will also contain a link for validating the vendor representative email that you have provided during enrolment. 3) Click on the Activation link and enter the Enrolment Reference No and Activation Code to validate it. 4) Once the Activation is done, the details will be forwarded to Factory Vendor Approver for enrolment approval. 5) You will receive Email Verification Confirmation stating that Enrolment approval confirmation email will be sent after Factory approval. 6) After the Factory Vendor Approver checks your details, assigns your item categories and approves your enrolments, you will get OFB e-Procurement Portal Vendor Enrolment stating the same. 7) Click on the link provided in the OFB e-Procurement Portal Vendor Enrolment email. 8) Enter your Login ID to set your login password and register your Digital Certificate. 9) Click on Terms and Conditions link to read the Terms and Conditions. Click on ‘I accept’ if you agree to the Terms and Conditions. 10) To login, go to https://ofbeproc.gov.in and click on ‘Vendor Login’ and put login ID, password and ‘Verification Code’ and click on login button

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OFB eProcurement

Vendor Handout

11) A ‘Select Certificate’ box to select your digital certificate will pop out. Select Certificate and press OK to proceed 12) You will be taken to your workplace where you can select from a number of activities on the navigation column on your left hand side – such as update your information, participate in tenders, view past Transaction history etc.

2) Working on OFB eProc Application a) Update Information 1) After logging in, you can update your Profile, Area of Business, etc in the ‘Company Admin’ Section 2) In Edit Profile, you can update your Company Fax Number, Mobile Number. Updated Documents (PAN Card, Balance Sheet, etc) are to be attached here 3) In case you want to sell any other material/item in the Ordnance Factory where you have been already approved in OFB eProc or in case of any other updation of details w.r.t your company in the same Ordnance Factory then , download the ‘Vendor Profile’ Form (given as a link in the page), take print out on your company’s letterhead and fax it to the concerned Factory with the updated Details 4) In case you want to enroll for any other Ordnance Factory then in the Area of Business, you can apply for enrolment to additional factories, work areas. b) Bid Submission 1) In Workplace, click on ‘Open Tenders’ under ‘Business Opportunities’ to view a list of all published NITs’ 2) In case of a Limited Tender, you will get an email invitation for participation and only invited vendors will be allowed to participate. This will be visible in ‘Limited Tenders’ under ‘Business Opportunities’ 3) For Limited Tender, you can also decline participation in the tender s t a t i n g reasons a s t o w h y you don’t want to participate 4) In case of an Open Tender, on clicking on the tender you want to participate in, you will be able to view the NIT and all the tender details including the list of items (if there is no Tender Fee for the Tender) 5) To submit the Tender Fee, click on the ‘Fee’ tab 6) The fee details will appear in a table below – click on the icon in the ‘Action’ column, fill in and submit the details 7) Once the ‘Status’ column (in the Fee page) is updated, you can start tender submission 8) Only on submission of fees, a new tab – ‘Response’ - will be activated 9) In the Response page, click on the ‘Respond’ button to read the Instructions. 10) Click on the ‘Next Step’ to view and select the items you want to bid for (this selection is applicable for optional items and not for mandatory items) 11) Click on the ‘Bid Selected Items’ to move to ‘EMD’ Page. 12) Fill the EMD details and other required information. Currently Tender Fees and EMD will be submitted offline and only the details will be entered during bid submission. After implementing online payment integration, you can also pay it online. 13) Fill the details required and click on the ‘Next Step’ to enter General Details and subsequently the Technical Details in the ‘General Conditions’ & ‘Technical Specifications’ Section respectively 14) On clicking ‘Save’ it will sign the details entered in the form. At this stage your bid will get encrypted 15) Click on ‘Next Step’ to enter the Price Bid 16) On clicking ‘Save’ it will sign the details entered in the form. At this stage your bid will get encrypted

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OFB eProcurement

Vendor Handout

17) Click on ‘Next Step’ button to upload any annexure required by OFB as part of technical and price bid (if any). 18) Click on ‘Next Step’ button to view the complete bid preview. Verify all the filled details of the tender. 19) To Edit/Modify your form, click on the relevant edit button 20) Click on ‘Submit’ button to submit the tender. You will receive acknowledgement of the submitted tender. 21) You can a l s o save your responses and submit at a later date. In this case your saved responses will appear in the ‘Responses’ link in Workplace 22) You can cancel and resubmit your bid any number of times before the bid submission closing date 23) You can also regret to participate in a tender, however, you must specify your reason for regret 24) You can book and resubmit your bids any number of times before the bid submission closing date 25) To resubmit / edit responses before tender closing date, click on the ‘Responses’ link under Workplace 26) To view your submission (after bid submission closing date has passed) click on the ‘Transaction History’ link under Workplace 27) Any clarifications that OFB may request from you based on your bid submission will appear in the ‘Request for Information’ (RFI) under ‘Business Opportunities’ 28) All Pre-Qualifications, will be appear in the ‘Pre-Qualification’ Section under ‘Business Opportunities’ 29) Letter of Intent details will appear under Workplace 30) Purchase Order details will appear under Workplace c) Others 1) You can view all Past Opportunities (for Tenders, Pre-Qualifications and RFIs) in the ‘Past Opportunities’ link under Workplace 2) You can view details of previously submitted tenders in the ‘Transaction History’ link under Workplace

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