Instructions for Online Bid Submission

As per the directives of Government of India, Ministry of Defence, Department of DRDO, this tender
document has been published on the Defence Procurement Portal URL:https://defproc.gov.in). The bidders are
required to submit soft copies of their bids electronically on the Defence Procurement Portal, using valid Digital
Signature Certificates. The instructions given below are meant to assist the bidders in registering on the
Defence Procurement Portal, prepare their bids in accordance with the requirements and submitting their bids
online on the Defence Procurement Portal.

More information useful for submitting online bids on the Defence Procurement Portal may be obtained
at: https:// defproc.gov.in/nicgep/app.

REGISTRATION

1) Bidders are required to enroll on the e-Procurement module of the Defence Procurement Portal (URL:
https:// defproc.gov.in/nicgep/app) by clicking on the link “Click here to Enroll” on the Defence
Procurement Portal is free of charge.
2) As part of the enrolment process, the bidders will be required to choose a unique username and assign
a password for their accounts.
3) Bidders are advised to register their valid email address and mobile numbers as part of the registration
process. These would be used for any communication from the Defence Procurement Portal.
4) Upon enrolment, the bidders will be required to register their valid Digital Signature Certificate (Class II
or Class III Certificates with signing key usage) issued by any Certifying Authority recognized by CCA India
(e.g. Sify/TCS/nCode/GNFC/eMudhra etc.), with their profile.
5) Only one valid DSC should be registered by a bidder. Please note that the bidders are responsible to
ensure that they do not lend their DSC’s to others which may lead to misuse.
6) Bidder then logs in to the site through the secured log-in by entering their user ID / password and the
password of the DSC/e-Token.
SEARCHING FOR TENDER DOCUMENTS

1) There are various search options built in the Defence Procurement Portal, to facilitate bidders to search
active tenders by several parameters. These parameters could include Tender ID, organization name,
location, date, value, etc. There is also an option of advanced search for tenders, wherein the bidders
may combine a number of search parameters such as organization name, form of contract, location,
date, other keywords etc. To search for a tender published on the Defence Procurement Portal.
2) Once the bidders have selected the tenders they are interested in, they may download the required
documents / tender schedules. These tenders can be moved to the respective ‘My Tenders’ folder. This
would enable the Defence Procurement Portal to intimate the bidders through SMS / e-mail in case
there is any corrigendum issued to the tender document.
3) The bidder should make a note of the unique Tender ID assigned to each tender, in case they want to
obtain any clarification / help from the Helpdesk.
PREPARATION OF BIDS

1) Bidder should take into account corrigendum if any, published on the tender document before
submitting their bids.
2) Bidders are advised to go through the tender advertisement and the tender document carefully to
understand the documents required to be submitted as part of the bid. Kindly note the number of
covers in which the bid documents have to be submitted, the number of documents - including the
names and content of each of the document that need to be submitted. Any deviations from these may
lead to rejection of the bid.
 3) Bidders are requested to keep the required documents in PDF / XLS / RAR / DWF formats, as
indicated in the tender document / schedule, before submitting their bids. Bid documents may be
scanned with 100 dpi with black and white option.
4) To avoid the time and effort required in uploading the same set of standard documents which are
required to be submitted as a part of every bid, a provision of uploading such standard documents (e.g.
PAN card copy, annual reports, auditor certificates etc.) has been provided to the bidders. Bidders can
use “My Space” area available to them to upload such documents. These documents may be directly
submitted from the “My Space” area while submitting a bid, and need not be uploaded again and again.
This will lead to a reduction in the time required for bid submission process.
SUBMISSION OF BIDS
1) Bidder should log into the site well in advance for bid submission so that he/she upload the bid in time
i.e. on or before the bid submission time. Bidder will be responsible for any delay due to other issues.
2) The bidder has to digitally sign and upload the required bid documents one by one as indicated in the
tender document.
3) Bidder has to select the payment option as “offline” to pay the tender fee / EMD as applicable and enter
details of the instrument.
4) Bidder should prepare the EMD as per the instructions specified in the tender document. The original
should be posted/couriered/given in person to the Tender Processing Section, latest by the last date of
bid submission or as specified in the tender documents. The details of the DD/any other accepted
instrument, physically sent, should tally with the details available in the scanned copy and the data
entered during bid submission time. Otherwise the uploaded bid will be rejected.
5) Bidders should submit price bid in .xls format only
6) The server time (which is displayed on the bidders’ dashboard) will be considered as the standard time
for referencing the deadlines for submission of the bids by the bidders, opening of bids etc. The bidders
should follow this time during bid submission.
7) All the documents being submitted by the bidders would be encrypted using PKI encryption techniques
to ensure the secrecy of the data. The data entered cannot be viewed by unauthorized persons until the
time of bid opening. The confidentiality of the bids is maintained using the secured Socket Layer 128 bit
encryption technology. Data storage encryption of sensitive fields is done.
8) The uploaded tender documents become readable only after the tender opening by the authorized bid
openers.
9) Upon the successful and timely submission of bids, the portal will give a successful bid submission
message & a bid summary will be displayed with the bid no. and the date & time of submission of the
bid with all other relevant details.
10) The bid summary has to be printed and kept as an acknowledgement of the submission of the bid. This
acknowledgement may be used as an entry pass for any bid opening meetings.
ASSISTANCE TO BIDDERS
1) Any queries relating to the tender document and the terms and conditions contained therein should be
addressed to the Tender Inviting Authority or the relevant contact person indicated in the tender
document.
2) Any queries relating to the process of online bid submission or queries relating to Defence Procurement
Portal in general may be directed to the 24x7 Defence Procurement Portal Helpdesk. The contact
numbers for the helpdesk are 1) 0120-4200 462
2) 0120-4001 002
3) 0120-4001 005 Signature Not Verified
4) 0120-6277 787 Digitally signed by VINCENT GERARD
BENEDICT
Date: 2020.08.17 13:49:17 IST
Location: Ministry of Defence-MES