MCGM Vendor - User - Manual - PDF

End user documentation
e - Procurement
MCGM
SAP Implementation
At
Municipal Corporation of Greater Mumbai
e- Procurement
Bid Submission
Item Rate Tender
Version 1.0
Prepared by
ABM Knowledgeware Ltd.

5, Unique Industrial Estate,
Off Veer Savarkar Marg,
Prabhadevi, Mumbai 400 025
Website: http: //www.abmindia.com
ABM Knowledgeware Ltd, Mumbai
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TABLE OF CONTENTS
1. Access Bid..03
2. Payment of Tender Fees.......................................................................14
3. Downloading Tender documents...........................................................25
4. Registering for Bid....................36
5. Create Bid....40
6. Uploading of documents by Supplier43
7. Checking of uploaded documents.61
8. Commercial bidding..64
9. Submission of bid.69
10. Checking the status of Bid79
11. Changing the bid....................................................................................81
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1.Access Bid
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1.
Access Bid
Please ensure the following before start working with the e-tendering application:
1) Procure Digital Signature Certificate (Class-II / III Company Type)
2) Ensure that your digital signature certificate is compatible to your IE version
and Operating System.
3) Login to your system as administrator.

4) It is recommended to use IE 6 Only.
5) If using Windows Vista OS, open IE by right clicking the IE short cut and
selecting Run as Administrator.
6) Carry out required browser settings as per document published in MCGM

portal.
7) Clear the browser cache (Tools Internet Options - Delete Cookies,

temporary internet files and browsing history) while switching from one login
to another.
8) Have genuine software installed including updated anti-virus software.

9) Go through all the information documents in MCGM portal.
10) Vendor can access the MCGM portal by using the following link.
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http://portal.mcgm.gov.in/
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Click on e-Procurement tab
Click on e-Procurement
tab
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Click on e-Tendering Application
Click on e-Tendering
Application
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The pop up window showing the installed digital certificates may appear sometimes.
Select Cancel button and proceed
The digital Certificates

installed on the local
machine.
Click on
Cancel
button
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Sometimes, after clicking on e-tendering Application link the following screen may
appear.
In this case Vendor can click on middle option "Continue to this Website (Not
recommended)" and continue
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You will see the login screen shown as below
Supplier can access the above screen directly by using the following URL
https://tender.mcgm.gov.in/sap/bc/gui/sap/its/bbpstart?sap-client=900
This link can be stored in the Favorites option of browser (MenuFavorites Add to
Favorites)
This URL will be useful to access the e-Tendering Application directly even if the MCGM
portal is down
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Give your Bidding Officer's User Name and password and then click on Log on
Vendor logs in with his

Bidding Officers User
ID and Password
After entering User

Name and Password
Click on Log on
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List of Bid invitations containing open bids and old bids for which the logged-in vendor
created his bid.
Note the server time displayed here. The timings set for the bid
follow the server time and not local machine time. It may be
advisable to synchronize your local machine time with the
server time displayed here immediately after this page is loaded.
Please note that this is the server time when the page is loaded
and not updated after page is loaded. Please reload the page for
getting current server time.
In Menu Process Bid, Supplier
can see the list of bid invitations
which he can create Bid for.
Vendor clicks on the

Bid invitation No
and opens the bid
invitation
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2. Payment of Tender Fees
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2. Payment of Tender Fees

Vendor can check the Status of Payment of Tender Fees before proceeding for Online
Payment of tender fees.
Vendor will click the

> to move to next
page of Basic Data tab
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Vendor can check the Status of Online Payment of tender fees.

The default value for the field will be Blank before Payment of fees.
The default value for Status

of Online Payment tab will
be Blank before Online
Payment of tender fees.
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Vendor will click on button, Pay Tender/EMD Fee to pay the applicable Tender fees
including VAT.
Vendor will click on

Pay Tender/EMD fees
tab
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Screen 2.0
Since EMD and testing charges Payment is manual (Refer to Tender notice/Tender
document), Vendors will pay only tender fees and VAT online by selecting the radio
button option Pay Tender fee and VAT.
Here we are selecting the option Pay Tender fee and VAT and click on Continue button
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Screen 2.1
After reading the Terms

and condition, select
Indicator I/We Agree
After reading the Terms and condition, select Indicator I/We Agree
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Click on Pay button
Click on Pay
button
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Select suitable Payment Option from drop down list
The bank options are shown under Retail Net banking and Corporate Net banking
headings. Options under Retail Net banking heading will allow access to retail /
personal accounts of the respective banks (and not to corporate and current accounts).
Similarly, options under Corporate Net banking heading will allow access to corporate /
current accounts of the respective banks (and not to retail / personal accounts).
Payment can be made using any of these bank options.
The vendor need not have the bank account in his name vendor can take help of
anybody having an account in any of these banks with net-banking provision.
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The screens shown here are for one option and will differ based on the bank option
selected by the vendor. The payment process depends on the bank selected.
Select the suitable

Payment option
from dropdown
menu
After Selecting
Suitable Payment
option Click on
Submit Button
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Give Your Details and check the total amount for transaction.
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After successful payment transaction, you will see following screen showing the success
of the transaction.
Status showing
the success of
the transaction
Note down the

Transaction
reference Number
and give it as
reference for any
payment related
queries
After you note

down/Save all
the transaction
details Click on
close button
The Suppliers should note down/save this transaction details for future reference.
Then close the window and return back to Bid screen
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The Status of Online Payment of Tender Fees option is available in Basic Data tab for
Bid Invitation. Vendor can refresh the page by pressing F5 on his keyboard and follow
the steps from Page No 12 to Page No 15.
Vendors can verify in their Bid/tender if their Online Payment transaction was successful
with MCGM. If transaction status is Successful Vendor can proceed further for
downloading tender document/Creation of Tender.
Vendor can see the

status of online payment
as Successful, for
particular bid invitation
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Vendor will get the Applied Status if the transaction is Unsuccessful / Incomplete with
MCGM.
Vendor can see the status as

Applied for particular bid
Invitation
In the above case, Vendor should repeat the steps from Page No 16 to Page No 24
regarding Online Payment of tender fees till Vendor gets Successful status for his
particular Bid Invitation.
If Vendor wants to pay tender fees for multiple tenders, it is strongly recommended that
Vendor should refresh tendering application after successful online payment for First
tender in order to avoid any possibilities for Unsuccessful payment transaction for online
payment.
Vendor should take a screenshot of the above screen and forward to respective
Helpdesk department regarding any issues/queries related to Tender Fee Payment
along with Payment details from Page No 23.
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Downloading Tender documents
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Downloading Tender documents
After successful payment, Vendor can access C-folder link to download the various
documents uploaded by MCGM purchaser
On General data tab, click on
Information from
Purchaser
On tab Information to Purchaser",

collaboration folder link is
available to vendor. Vendor Clicks
on link to access C-folder
Using C-folder Collaboration Link, vendor can access various documents uploaded by
purchaser in Cfolder collaboration area. Vendor can download the documents on his
local computer.
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Screen 3.0
Vendor clicks on
OKto access the
C-folder
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After Clicking OK, the C folder window opens and minimizes automatically.
Click here to access the Cfolder

area for downloading the
documents from Purchaser
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When you are accessing Cfolder area for the first time, the following screen will appear.
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Scroll down on the Cfolder window, At the bottom of the page, you will see the two
buttons.
Click on Accept button to proceed further.
Scroll down on
the Cfolder
window
Click on
Accept Button
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Once the accept button is clicked, the following Cfolder screen will appear
Click on Parent Folder (Name

Can be different in the system)
to see all the folders.
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Screen 3.1
Click on the folder to see
which documents are
uploaded by Purchaser
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Vendor will select Purchaser's Document folder and download all the files uploaded by
purchaser.
You will see the

documents uploaded by
the MCGM Purchaser
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Screen 3.2
Click here to open the

document
Click on document to open it. Then SAVE the same on your local machine.
After downloading the documents from MCGM Purchaser, Click Logout on right hand
top corner of the screen, and close the window of Cfolder.
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4. Registering for Bid
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4. Registering for Bid

Vendor will register for the bid invitation as depicted below:
In the bid invitation screen vendor
clicks on Register to get
registered for the respective bid
invitation
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By clicking on the pop up message vendor confirms fulfillment of the eligibility and
Technical Criteria requirement.
On click of Register
button, vendor gets a
pop-up message. Vendor
can confirm the same by
clicking OK
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Screen 4.1
After vendors confirmation on

fulfilling eligibility and technical
criteria he gets confirmation
message that he has been
registered for the bid invitation
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5. Create Bid
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5. Create Bid
Now Supplier will create bid for the concerned bid invitation
Next, vendor clicks on

Create button to create the
Bid for uploading Eligibility /
technical bid documents and
entering price bid
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Screen 5.0
Click on OK
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6. Uploading of documents by Vendor
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6. Uploading of documents by Vendor

After vendor created the bid, he can see tab in the top with the name My Notes,
This is an area, which is assigned to vendor to upload his documents, which he wants to
submit to MCGM. Vendor accesses C-folder link to upload the various Documents. So
go to tab My Notes.
On General data tab, click on

My Notes
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Screen 6.0
On tab My Notes,
collaboration folder link is
available to vendor.
Vendor Clicks on link to
access C-folder
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Using C-folder Collaboration Link, vendor can upload various documents in Cfolder
collaboration area. Vendor can upload the documents from his local computer
Vendor clicks on
OK to access the
C-folder
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After Clicking OK, the Cfolder window opens and minimizes automatically.
Click here to access the

Cfolder area for uploading
the relevant Bid documents.
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Screen 6.1
Click on Parent Folder (Name

Can be different in the system)
to see all the folders.
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Screen 6.2
Click on the Bidders Documents

Folder to select it and open it to upload
your documents
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Screen 6.3
Click on Create to upload

your documents
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Screen 6.4
Select file type:

Normally select
Document only.
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Screen 6.5
Give a name to the file being

uploaded to properly identify
the file i.e Technical
Specification document' etc
Give detail
description of the
document
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Screen 6.6
After Selecting the

Upload Local File radio
button Click on
Continue
Select Upload Local File option and click on Continue button to upload a file from local
machine
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Screen 6.7
Click on Browse
to select the file
which is to be
uploaded
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Screen 6.8
Select the File which is

to be uploaded and Click
on Open Button
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Screen 6.9
Click on Sign and Save

button to sign and save the
file.
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Screen 6.10
The pop up will display the list of certificates installed at vendors machine
Vendor will select his digital signature and click on OK to sign.
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Screen 6.11
Select Demo3 assuming

that demo3 is vendors
certificate.
Click on OK after
Selecting certificate.
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Screen 6.12
Pop up message will come

to inform vendor that file is
signed successfully.
Click on OK button
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Screen 6.13
We can see that the

uploaded file is listed
here.
NOTE:
Similarly vendor can upload as many files as he wants to upload using the same
process.After uploading documents check whether the documents got uploaded
properly as described in the in the following section.
Please note that the document size should be ideally less than 500 KB and in
any case should not exceed 1 MB. Please ensure this while scanning the
documents and converting them to PDF. Also ensure that the final document is
readable.
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7. Checking of uploaded documents
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7 .Checking of uploaded documents

Vendor should check and confirm the proper uploading of documents by opening them.
Click here to open the

document
If the document(s) uploaded is not proper then the vendor can delete that document and
Upload the new one (Procedure for document uploading is as mentioned above)
To delete the document first select the document, which you want to delete and then
click on Delete tab to delete it.
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Screen 7.0
Then Click Delete

tab to delete the
document
First select the
document, which
you want to delete
Click Logout on right hand top corner of the Screen, and close the window of Cfolder
after ensuring that all the documents are properly uploaded.
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8. Commercial bidding
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Commercial bidding
Screen 8.0
Check the Biding period on the

Initial screen for which the vendor
is binded to MCGM to supply the
items at the specified rates
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Then Click on tab item Data, vendor can see the items for which bid has been invited
Screen 8.1
Click on Item
data
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Screen 8.2
Vendor can enter the price

for items.
Price quantity
field
Check unit of measure for

the item and quote the
price accordingly
The Price entered here is all

inclusive Price amount, as
there is no provision given to
indicate base price and taxes
etc. separately.
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NOTE :
Here for Item No. 1 the Price entered is 100 Rs. and the value entered in price
quantity field is 10. It means the amount quoted for item no. 1 is 100 Rs. per 10
Numbers.
The default value in price quantity field is 1 (as shown in screen 8.1 on page No.63)
You can enter a value in price quantity field depending on your rate quoting for
that item based on quantity.
Please dont use the comma separator in the amount figure entered in the price
field e.g. If Supplier wants to quote value Rs.12,34,567 for an Item then enter this
value as 1234567 in the Price column; if Supplier wants to quote the value
Rs.12,34,567.80 for an Item then enter this value as 1234567.80 in the Price
column. The system will automatically convert the entered amount figures to the
set decimal format based on individual User settings.
The Price Quoted will be applicable for the quantity mentioned against that item.
It may please be noted that this quantity may be amended by MCGM. The price
quoted will be applicable to final quantity as amended.
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9. Submission of bid
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9 Submission of bid
Bid Submission: After completion of the document uploading and the price entry for the
items, vendor will submit the bid as follows.
Step 1: Check the bid document before submitting the bid.
Step 2: Sign the Commercial bid.
Step 3: Submit the bid.
Step 3: Vendor clicks on
button Submit Bid to
submit the bid.
Step 1: Click on Check

button to check whether the
document contains no errors
Step 2: Vendor clicks

on button Sign to
sign commercial bid
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Step 1 :
Check the bid document before submitting the bid.
After Clicking on check

button you will get the
following message indicating
completion of bid and
containing no error.
Click on Ok
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Step 2 :
Sign the Commercial bid.

Once you get the message of Bid is complete and contains no error after checking the
bid click on Sign button to digitally sign the bid.
Click on Sign Button
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Screen 9.0
Click on OK
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The pop up will display the list of certificates installed at vendors machine Vendor will
select his digital signature and click on OK to sign.
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Screen 9.1
Select Demo3 assuming

that demo3 is vendors
certificate.
Click Ok after
selecting the
digital certificate
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Screen 9.2
Pop up message will

appear to inform vendor
that the document is
signed successfully
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Step 3:
Submit the bid. After digitally signing the Bid, Click on submit button to submit your bid
Click on Submit
button
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Screen 9.3
The pop up showing

the message of bid
submission. Click on
OK
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10. Checking the status of the bid
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10. Checking the status of the bid

Click on process bid
Check the status of the bid

after submission.
The status of the bid changes
to Bid Submitted
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11. Changing the bid
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11. Changing the bid

Screen 11.0
The vendor can Change

the bid till the end date
and time of the bid
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Click on change to change the bid
Click on change button to

change the bid data before
end date of the bid
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Screen 11.1
In the change option, you can change the data in the bid.
Again repeat the steps of checking the bid, signing the bid and submission of bid (Refer
Topic 9.)
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End user documentation

ABM Knowledgeware Ltd.

Website: http: //www.abmindia.com

ABM Knowledgeware Ltd, Mumbai

End user documentation

ABM Knowledgeware Ltd, Mumbai

End user documentation

ABM Knowledgeware Ltd, Mumbai

End user documentation

3) Login to your system as administrator.

6) Carry out required browser settings as per document published in MCGM

7) Clear the browser cache (Tools Internet Options - Delete Cookies,

8) Have genuine software installed including updated anti-virus software.

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End user documentation

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End user documentation

Click on e-Procurement tab

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Click on e-Tendering Application

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The digital Certificates

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You will see the login screen shown as below

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Vendor logs in with his

After entering User

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Vendor clicks on the

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2. Payment of Tender Fees

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2. Payment of Tender Fees

Vendor will click the

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Vendor can check the Status of Online Payment of tender fees.

The default value for Status

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Vendor will click on

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After reading the Terms

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Click on Pay button

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Select suitable Payment Option from drop down list

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