SRM END USER MANUAL- VENDOR

Transcription

1 SRM END USER MANUAL- VENDOR Systems Management Group AIR INDIA LTD

2 Contents 1. Air India e-procurement Guidelines System settings Operating System Web Browser: Browser Security settings Pop-ups: Proxy/Firewall: Adobe Reader: Java: Installation of Digital Certificate: Microsoft Visual C Redistributable Package (x86): System Access Registration (for new vendors only): Login id: Digital Certificates: Training: General Guidelines for bid process Logging on Digital Certificate details View RFx View RFx Details RFx Information Verify Signature Questions Notes and Attachments View Technical details View Items View PDF format Intention to participate Create/ Submit response Basic Data Questions

3 7.3. Notes and Attachments Items Add Conditions Print Preview Save and encrypt bid View/ Edit response Pay EMD Submission of bids Digital Signing and encryption of bids Withdraw Bid Withdraw submitted bid Resubmit withdrawn Bid Without any changes With Changes Question and Answers View Post Tendering details Technical Bid Information Price Bid Information View Negotiation details Reports View Your Purchase Orders/ Contracts View Invoice/ Payment Status EMD Return View Contract Information Annexure A

4 1. Air India e-procurement e Guidelines e-procurement tender documents can be down loaded from Air India Website System settings All bidders are advised to refer to the FAQ and system settings link on our e- Procurement portal for a document on system settings at their end. This document details the system requirements/settings needed for transactions in the SAP SRM e- procurement system in general and particularly for bidding activities involving digital signing, decryption and encryption. Salient features are as follows: Operating System It is recommended to use a system which is running on Windows 7 or Windows 10 from Microsoft Corporation and is capable to run internet explorer of a version of at least Web Browser: The supported browser is Internet Explorer provided my Microsoft Corporation (Other browsers Safari, Firefox, Chrome etc. are not supported). The browser should be of at least version IE 8 and should be run in administrator mode. Higher versions of IE should have the e-procurement URL set to run in compatibility mode. If Internet explorer version is higher than IE 8/9, follow this process to access the e-procurement site in compatibility mode Browser Security settings Add the e-procurement web site URL to Trusted Site as below from internet options of internet explorer. Following Custom level security settings need to be set as enabled Allow Scriplets Automatic prompting for ActiveX controls Binary and script behaviors Download signed ActiveX controls Download unsigned ActiveX controls Initialize and script ActiveX controls not marked as safe 3

5 Run ActiveX controls and plug-in Script ActiveX controls marked safe for scripting Pop-ups: Pop-ups should be enabled on Air India e-procurement portal. This is required to view tender documents and participate in e-tendering process Proxy/Firewall: If you are unable to access Air India E-Procurement portal, check if you are using proxy to connect to internet or if your PC is behind any firewall. Contact your system administrator to enable connectivity Adobe Reader: Adobe Reader should be installed on your computer for digital signing. You can update this from the link Java: Java version should be at least 7. For Java download please go to URL Installation of Digital Certificate: Please follow the instructions from your digital certificate vendor to install the digital certificate and associated drivers on your computer. The digital certificate should be brought from a CA (Certifying Authority) licensed by the CCA (Controller of Certifying Authorities) in India. The current CAs licensed by CCA can be seen at Microsoft Visual C Redistributable Package (x86): This package is required for document signing using digital signature System Access All bidders are required to have access to the Air India e-procurement Portal. For this purpose following activities are required to be done: Registration (for new vendors only): New Vendors can do free of cost Registration by accessing Supplier Registration link on our e-procurment Portal, at All vendors who are required to participate in an on-going tender, are required to complete the registration process minimum 5 working days prior to close of the tender. Such vendors are also advised to contact our help desk on mmd.helpdesk@airindia.in. On completion of registration process, vendors would receive two system generated mails, one for the user name and another for the password. In case vendors do not received their log-in IDs/ passwords, 3 days prior to tender due date, should contact 4

6 our help desk on Vendors are also advised to check the spam/ junk folder before contacting the help desk Login id: All existing vendors of Air India have been provided with login ID and password. In case a vendor does not have his log in ID/ password, should send a mail from his/ her registered ID to mmd.helpdesk@airindian.in and obtain login details, minimum 3 working days prior to close of the tender. In case the ID is changed/ deactivated, vendors are required to submit a request on their company letterhead, duly signed and stamped by the competent authority. It would be the responsibility of the bidder to ensure safe custody of the log in details to Air India e-procurement Portal. Air India shall not be responsible for any misuse/ unauthorized access of the vendor ID on our portal. Vendors are prompted to change password after initial login. In case the vendors need to reset the password, they can use the forgot password link. The new password would be sent to the registered address only Digital Certificates: For submitting quotations online, Vendors are required to obtain Class 2/3 Company/ Organization type certificates (both encryption & signing- with token) from any of the Certifying authorities authorized by Controller Of Certifying Authorities under Govt of India IT Act Please note that individual type certificates are not acceptable. All foreign vendors are also required to procure the digital certificates, issued by any of the Indian Certifying authorities. The process of obtaining digital certificate takes some time. Therefore, the vendors are advised to procure the digital certificates well before the due date of the tender Training: Self-learning Help files containing process of online bidding is available can be accessed using Guidelines to Bidders link on our portal. All vendors are advised to go through the training material prior to submitting on line bids. A help desk has been set-up for vendors for providing on line assistance through remote access. Vendors can contact our help desk on /2 or MMD.Helpdesk@airindia.in for any assistance required in submission of bids. In their own interest, vendors are advised to contact the help desk at least 3 working days prior to the due date of tender General Guidelines for bid process General guide lines for bidders to proceed further on Air India tender process are available in Air India e-procurement portal under Guidelines to Bidders link. Bidders shall go through/read and understand the guidelines before submitting their bids online For latest E-Tender guidelines bidders are advised to refer to Air India e-procurement portal from time to time. 5

7 Bidder shall download digitally signed tender documents after logging into Air India e-procurement portal only Bidders shall submit their bids before scheduled last date & time of submission through Air India e-procurement portal ( only using their own Air India e- Procurement portal registered login id/password Air India e-procurement portal will not allow bidders to submit their bids, after the scheduled date & time of submission. Mere saving of document on Air India e-procurement portal does not means bid response has been submitted. Bidders have to show their positive intent by pressing Submit tab in the bid concerned Bidder can alter n-number of times their technical & price bid before last date & time of tender submission. In such a scenario, only the last submitted bid would be considered as valid bid. In case the bidder alters and saves the bid, but does not submit the bid, none of his bid(s), would be considered as a valid response for the tender. In their own interest, bidders are advised to submit their bids, well before the close of tender and ensure the status of the response as Submitted. The e-bid response can be opened on line by Air India only after the time and date for opening of bid No part of bid response can be modified by any bidder, subsequent to the schedule time of submission of bids No part of the bid is visible to Air India before opening of concerned section/stage of the bid. 6

8 2. Logging on To access Air India e-tenders, navigate to and log on with your username and password. In case you are an existing vendor with Air India; and do not have a username/password yet, please get in touch with mmd.helpdesk@airindia.in to generate your login credentials. If you are a new vendor and do not yet have a vendor code with Air India; please first fill up the vendor registration form by click on the Supplier Registration link at the bottom of the screen. While you have not yet received your username/password, you can view a list of current public tenders by clicking on the Tenders link at the bottom of the home page In case you have forgotten your password, click on Forgot password. Enter your user name and the valid , as maintained in our system while registering and submit. You would receive a system generated mail with your new password. You would be required to change this system generated password on your first log-in. 7

9 Note: In case you do not receive your password mail, please check the spam/ junk folder. If you need any further assistance regarding logging in, please contact the address as given in the login screen. 3. Digital Certificate details Once you login to the system, a screen with details of Digital certificate appears. You are required to update this information in the system. This is a one-time activity. Select the applicable Certifying Agency Select the available certificate details 8

10 Enter the validity end date of the certificate and enter Confirm If you choose to click on Ask Me Later, this page would appear on every log-in. 9

11 4. View RFx To view a list of all RFx s in which you can participate, Click on the navigation tab RFx and Auctions. Check that the current Active Query is erfxs > All. To view the most current results, click on the Refresh link at the top of the list output. You can further narrow the search results using the following parameters: Field Name Description User Action and Values Event Number Tender Number Enter the RFx number if you know it. You can also use * as a wild card, e.g. entering 70* will fetch all available RFx s beginning with 70. Event Status Tender Status Current Choose from the dropdown; or leave blank to view all RFx s. 10

12 My RFx responses from Tender or Past tender in which you participated. Time period of quotations entered by you Choose from the dropdown to view RFx s with your quotations from a specific time period, or leave blank to view all RFx s. All RFx, as per the search criteria are displayed. You can view the following information in the output list details: Field Name RFx Number RFx Description RFx Type Publication type RFx Status RFx Version Description Tender Number Short description of the RFx Tender Type: Selective/ Public/ Direct etc. Open Tender or Selective Tender Currently Published or Ended Current version of the RFx 11

13 Submission End Assigned RFx Tech Bid Required Tech Bid Opening Date Tech Bid Opening Price Bid Opening Date Price Bid Opening Response Number Response Status Response Version Bid submission deadline date and time Whether you are already assigned to the RFx If checked, this is a two-bid tender Date and Time for opening of technical bids Whether technical bid opening is already completed Date and Time for opening of price bids. If this date has Not been finalized, the date displayed will be Whether price bid opening has been already completed. If you have created a bid for the RFx, bid no will appear here. Bid status, whether submitted or saved or withdrawn etc. Version no of the bid response 12

14 5. View RFx Details Click on the link for RFx number to open the RFx details in a new window. You can also navigate to this window by clicking on the link you received in the , in case you were specifically assigned to the RFx by the purchaser RFx Information To view the details of the RFX, click on RFx Parameters under RFx information tab This tab provides information regarding timelines, as applicable to the RFx, EMD details, etc. Field Name Start Date Description Start date for bidding. If a date is entered here, you can create bids only after this date. 13

15 Submission Deadline Opening Date End of Binding Period Quota Split Last date and time for online submission of bids Price Bid Opening date and time. Date till which quotations are required to be valid. If checked, this indicates that the RFx quantity may be allocated to (split between) two or more bidders. Earnest Deposit amount Earnest Deposit Submission Deadline Money Money EMD amount Last date and time to submit the EMD. (If blank, last date to deposit EMD is same as bid submission deadline) Technical RFx Response Opening Date Technical Bid opening date and time 5.2. Verify Signature Click on the Verify Signature button at the top of the page to view the digital signature of the purchaser. Details of Buyer s certificate would be displayed 14

16 5.3. Questions Question Tab under RFx Information provide list of questions applicable to the RFx Questions marked as * are mandatory. For multiple selection based question, click on Click Here link to view the options. Options are displayed 5.4. Notes and Attachments To view notes and attachments, as applicable to the RFx, click on Notes and Attachments tab under RFx Information Click on each link to view the details of the notes. 15

17 5.5. View Technical details Click on Technical RFx A new window appears. Click on the link given in the Name field under External Area List of all applicable attachments appear Click on the file name 16

18 Open or save the file Similarly open all other attachments View Items Click on Items tab 17

19 List of all items, as covered in the RFx, appear Select one item and click on detail You can view the details, such as the quantity required, Whether Sample required, and the Delivery location, of the item under Item Data tab To view the conditions as added by the buyer, click on Conditions tab 18

20 Note: While submitting response, you may add or delete any of the conditions View PDF format To view the PDF format of the RFx, click on Print Preview Open or save the PDF document 19

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22 6. Intention to participate You can notify the purchaser of your intention to participate in a particular tender. As a first step, you may need to register yourself for a particular tender. (This step is required in case you are not already assigned to the tender by the purchaser). Click on the Register button on the top of the RFx. Click on Participate In case you do not wish to participate in the RFx, Click on Do Not Participate button In case you wish to change your decision from participate to do not participate or viceversa, you can do so by clicking on Do Not participate or Participate button, as the case may be. 21

23 7. Create/ Submit response To create a bid for a RFx, first open the RFx display screen. On the top of the screen, you should be able to view a Create Response button. In case you cannot view this button, please ensure that you have Registered/ Updated decision to participate as per step 4. Intention to Participate. Click on the Create Response button to start creating your bid. The Create RFx Response screen opens in a new window Basic Data Mandatory attributes are displayed in the red. 22

24 On this screen fill up the following information Field Name Description User Action and Values Currency Currency for your quotation Select currency from the dropdown. This will be available only if the purchaser has allowed multiple currencies for bidding. Terms Payment of Payment terms Choose the payment term from the dropdown. Incoterm Delivery Incoterms Chose the first field from a dropdown, and fill further location details in the second text field. Quote Valid Unitl Quote validity end date Enter quotation valid till date. For reference, the minimum validity end date required by the purchaser is displayed above in the Binding Period field. Select Payment Terms. This is a mandatory field Select Incoterms 23

25 7.2. Questions Click on Questions tab to enter response to the mandatory questions of the RFx, if any. Enter your response against each of the questions 24

26 7.3. Notes and Attachments Navigate to the Notes and Attachments sub-tab under the RFx information tab. In case of a single bid tender, you will see only one attachment section here Price bid attachments. In case of a two-bid tender, you will see two attachment sections here Price bid attachments and Technical bid attachments. Note: Please ensure that you are adding your technical envelope documents to the Technical Bid attachments section in a two-bid tender, and not the price bid attachments section. These attachments would not be visible to buyer at the time of opening of the technical bids. Also do not attach any price information in the technical bid section. Non-compliance to this may result in disqualification of your response. 25

27 To add technical details, click on Add attachment under Technical bid attachment section Browse the file to be attached and click OK. You would be required to digitally sign the document. Therefore, before making any attachments, ensure that your valid digital certificate token is attached to the desktop. 26

28 Select the appropriate certificate and click sign Click OK on the confirmation screen Technical document is digitally signed and attached Similarly attach all other relevant documents. 27

29 To delete or change attachment, select the attachment and click on Delete button Confirm your decision Attachment is deleted. Now you can attach another attachment as explained above Items Click on Items tab to enter the price details 28

30 Select the line and click on details button 7.5. Add Conditions Click on Conditions tab Conditions as added by the purchaser are displayed Enter the applicable information. Note: Basic Rate is a mandatory field In case any applicable condition is not displayed, you can add so by clicking Add Condition tab 29

31 Click on down arrow key in empty field to add new condition 30

32 Select applicable condition Enter the rates as applicable Note: 1. Once added, conditions are displayed in alphabetical order. However, the same are applied as applicable. To view the various conditions and applicability, refer Annexure A. 2. The option to add Per Unit conditions has now been enabled. System automatically calculates the value on the basis of the date entered by the bidder. E.g. if the buyer has added Freight as Rs. 50 per piece, and the total quantity is 100, system will add the value as 5000 for the line. Similarly, if the additional charges applicable, are Rs 100 per 50, the system will add Rs 100 for the quantity of

33 To remove a condition, select the condition and click Remove After completing your inputs for the RFx response, you can click on check button to confirm whether required information has been added Print Preview Click on the Print Preview button on the top of the screen to view a summary of your bid, including the total/ line item wise value of your bid considering taxes and conditions. 32

34 Your bid response in PDF format gets opened Note: Verify the contents of this document before submitting your bid 33

35 8. Save and encrypt bid At any time during bid submission, you may save the draft response. You must attach your valid digital token to save and encrypt your draft response. Click on save button to save the bid Note down the response no. A new window opens and select the appropriate digital certificate and click Encrypt Bid If prompted, enter your token password and click OK 34

36 System confirms that your bid has been saved Note: In case you have saved your bid and not yet submitted, the same would not be considered as a valid bid. In case you edit a submitted bid and then save it, only the last submitted bid would be considered as a valid bid. 35

37 9. View/ Edit response To view and Edit your response, search the RFx as explained in an earlier section. Select the RFx and scroll to the right The response no and status is displayed. Click on the response no to edit the RFx Your response is opened in the display mode. Click on Edit button to edit the response 36

38 You would require your valid digital certificate to decrypt the bid Select the appropriate certificate and click on Decrypt bid When prompted, enter your token password and click OK Note: This certificate should be the same as used during encryption. Now you can edit the response and make the desired changes 37

39 10. Pay EMD You can make online EMD payments by using Payment Gateway. To make online payment go to Basic Data under RFx Information tab and click EMD Online Payment EMD details are displayed. Select the Payment Gateway option from the list. 38

40 Click Pay Online Initiation of online payment is reflected. Do not click on OK button at this stage. 39

41 Another page has opened in the background Go to this page and click on Submit Click OK Click OK 40

42 Click OK again Payment Gateway screen opens For Credit Card payment, select Credit Card option and proceed with payment 41

43 For Netbanking Select your Bank under Netbanking option After selecting the bank, click on Pay Now Click Confirm button. Your bank s netbanking page opens Log in with your netbanking user name and password 42

44 Click Submit You would get a confirmation screen. You can now close this window. Now go back to the earlier bid response screen Click OK 43

45 Screen will refresh and another button for EMD Payment Receipt appears. Click on this button to generate the receipt Click on open or save EMD receipt is displayed. Payment status S indicates successful payment. Note the Transaction Number for any future reference. 44

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47 11. Submission of bids Once the bid response is completed in all respects, click on Check button to view if any errors exist for the response. IF so, correct the errors before submission of your bid response. Click on Submit Digital Signing and encryption of bids You need to digitally sign and encrypt the bid response before submission. Therefore, ensure that both signing and encryption certificate tokens are attached to your system. 46

48 Select your valid digital signature for signing and click on Sign Click OK Now you need to encrypt your bid, select your valid digital signature for encryption and click on encrypt bid 47

49 Your bid is now submitted and the status changes to Submitted. Also all the values are now in encrypted form. 48

50 12. Withdraw Bid Withdraw submitted bid In case you wish to withdraw your submitted bid, you can do so before the due date. Navigate to the RFx, scroll to view the response no You can see the status of the bid and the response version no against the response number. Click on response number to open the response Click on Withdraw button Select your digital signature and click on Sign 49

51 Click OK Your bid is withdrawn 50

52 12.2. Resubmit withdrawn Bid Without any changes Open the response in display mode. In case you want to resubmit your bid, without making any changes, click on Re-Submit Select your digital signature and click on Sign Click OK 51

53 Your bid is submitted again With Changes Open response in display mode. Click on Edit button Select your digital certificate for encryption and click decrypt bid 52

54 Make requisite Changes and click Submit 53

55 13. Question and Answers During the bidding process, you can ask questions and view answers in Question and Answers section. Questions and answers window opens. By default, time stamp is checked. For better viewing, maximise the window. 54

56 Enter your question and click on Send button 55

57 Your message is sent. Note: This question is visible to the purchaser as well as other bidders. The count reflected in the Question and Answers indicates number of messages in this window. Click to view all the messages All messages are displayed 56

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59 14. View Post Tendering details Technical Bid Information All participated bidders of RFx can view this information only after buyer has opened the technical bids. Here bidders can see list of bidders for the tender. To view -- Navigate to RFx and Auctions > Overview then Search for the specific RFx number. Click on the RFx number to open the display view. Click on the Tech bid information button. Please note that this button appears only after buyer has opened the technical bid. 58

60 A new window opens Note: Status will be Under evaluation till buyer takes final decision Price Bid Information All technically qualified bidders can view this information only after buyer has opened the price bids. Here bidders can see price information of all technically accepted bids. To view -- Navigate to RFx and Auctions > Overview then Search for the specific RFx number. Click on the RFx number to open the display view. Click on the Price bid information button. Please note that this button appears only after buyer has opened the price bids 59

61 A new window opens This price bid information has following three sections Quote summary Line item details Conditions Note: Only technically qualified bidder s price information is shown here. 60

62 15. View Negotiation details After the completion of the competitive bidding process, Air India may carry out price negotiation with specific bidders as per guidelines. In case Air India purchasing department has entered into negotiation with you (bidder) with reference to a specific tender, the purchaser will then record the final negotiated rates as agreed with you with reference to your original quotation that you submitted for the tender. At this point you will receive an auto generated from the purchaser To view negotiation details, search for the RFx by entering the RFx No in the Event No, click Apply. The RFx details would be displayed. Scroll on the right side to view the response number. 61

63 Click on the Response No. Click on Negotiation Details You can view the negotiated Price, Conditions, attachments, if any, and Remarks. Click on details link against the line item to view price breakup 62

64 Price details can be viewed as shown below. Similarly, view details of other items as well. In certain cases, more than one negotiation could have been held with the bidder. To view all versions of negotiations, click on View Versions 63

65 Negotiation History screen opens and provide details of all the negotiations held with the bidder. Scroll down to view other versions 64

66 Latest version can be viewed. 65

67 16. Reports View Your Purchase Orders/ Contracts 66

68 16.2. View Invoice/ Payment Status 67

69 16.3. EMD Return View Contract Information 68

70 17. Annexure A Price Condition Description Explanation Basic Rate Basic Rate Discount % Discount(%) Discount - Value Discount (Value ) Discount / Unit Discount / Unit Freight % Taxable Freight -Val Taxable Freight/Unit Taxable Pack&frwdg % Taxabl Pack&frwdg-Val Taxbl Pack&frwd/Unit Taxbl Transport % taxbl Transport val taxbl Transport/Unit taxbl Surcharge % Surcharge Value Surcharge / Unit Transport chgs - VAT Excise Duty Infra Cess Education Cess on ED Hr.Edu Cess on ED Auto cess Sales Tax/VAT VAT incl transport Service Tax-DeptCHGS Calculated on base price, part of taxable amount Absolute amount, Part of taxable amount Per unit value, Part of taxable amount Calculated on base price, part of taxable amount Absolute amount, Part of taxable amount Per unit value, Part of taxable amount Transportation charges Calculated on base price, part of taxable amount Transportation charges Absolute amount, Part of taxable amount Transportation charges Per unit value, Part of taxable amount Calculated on base price, part of taxable amount Absolute amount, Part of taxable amount Per unit value, Part of taxable amount Transportation charges applicable in case of vehicle procurement. This value will be considered for calculation of VAT Excise Duty Infra Cess Education Cess on ED Hr.Edu Cess on ED Applicable in case of vehicle procurement. This value will be considered for calculation of VAT Sales Tax/VAT Applicable in case of vehicle procurement and transportation charges will be considered for VAT calculation Service tax on departmental charge, applicable for vehicle procurement 69

71 Swachh Bharat-DeptCH Service Tax Swachh Bharat Cess Departmental Chgs % Freight % on Basic Freight In Value Freight /Unit Swachh Bharat Cess on departmental charge, applicable for vehicle procurement Service tax on net value Swachh Bharat Cess on net value Departmental charges for DGCA contracts Calculated on base price, not part of taxable amount and this value will be considered for octroi calculation Not part of taxable amount and this value will be considered for octroi calculation Not part of taxable amount and this value will be considered for octroi calculation Addnl Chgs% on basic Addnl chgs value Additional Chgs/Unit Transit Ins%on basic Transit Ins value Additional charges calculated on base price, not part of taxable amount and this value will be considered for octroi calculation Additional charges not part of taxable amount and this value will be considered for octroi calculation Additional charges not part of taxable amount and this value will be considered for octroi calculation Transit insurance charges calculated on base price, not part of taxable amount and this value will be considered for octroi calculation Transit insurance not part of taxable amount and this value will be considered for octroi calculation Transit insurance not part of taxable amount and this value will be considered for Transit Ins/Unit octroi calculation Octroi/Entry Tax % Octroi/Entry Tax % Fuel Surcharge % Fuel Surcharge % Freight % on total Calculated on total value inclusive of taxes and octroi Freight Val to total Freight/Unit to totl Frt&fwd val to totl Frt&fwd/Unit to totl Freight charges in lump sum, Will be added to total value Freight charges in per unit, Will be added to total value Freight and Forwarding charges in lump sum, Will be added to total value Freight and Forwarding charges in per unit, Will be added to total value 70

72 Frt&Ins val to total Frt&Ins/Unit to totl G.T.O value Freight and Forwarding charges in lumpsum, Will be added to total value Freight and Forwarding charges in per unit, Will be added to total value G.T.O(Airport Entry) charges in lumpsum G.T.O/Unit G.T.O(Airport Entry) charges per unit Insurance % Insurance % Transit Ins%on total Transit insurance % on total values Pack&Frwdg %on total Calculated on total value inclusive of taxes and octroi Pkg&Fwd Val to total Pkg&Fwd/Unit to totl Hndlng&Agent Chg val Hndlng&Agent Ch/Unit Addnl Chg to total Addnl Chg/Unit total Packaging and forwarding charges in lumpsum,will be added to total value Packaging and forwarding charges per unit, Will be added to total value Handling/Agent Charges in value Handling/Agent Chg./Unit Additional charges in lumpsum,will be added to total value Additional charges per unit, Will be added to total value 71