Vendor Help Manual (DDA, Delhi)

Vendor Help Manual
(DDA, Delhi)
VENDOR HELP MANUAL
OVERVIEW
Tender Wizard is an exclusive, most vibrant end to end solution for buying / selling of products
and services through e-Auctioning process. It supports A - Z activities of tendering based on
proactive work flow concept. Fine details of Auctioning like vendor registration, Auction
announcement and corrigendum, Auction form processing, Bidding and Auction awarding are
supported in a real time interactive environment. Tender Wizard creates a true dynamic market
place for both buyers and vendors to interact with each other and transact business.
PURPOSE
The objective of developing the TENDERWIZARD is to automate the departments of
Governments. The key objectives of this exchange are Reduced Inventory, consistency in costs
across all departments, consistent and sustainable Vendor Development, transactional
effectiveness, Auction lead time reduction, transparency etc.
AUDIENCE
This product is extensively used by the Government officials and contractors to enhance the
transparency in the day to day e-Auction activities of the Government offices as well as in
contractor community.
DISCLAIMER
CENSOF assumes no responsibility for any errors that may appear in this document. The
information contained herein is subject to change without notice and should not be construed
as a commitment by Censof. No responsibility is assumed for the reliability of software or
equipment that is not supplied by Censof.
COPYRIGHT
This document is confidential and proprietary information of Censof. It should not be disclosed
in whole or in part to any third party except to the document to whom it has been submitted
without the express written authorization of Censof and should not be duplicated in whole or
part for any other purpose other than evaluation of the Technical capability of Censof and shall
be returned upon request.
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Any reference used in this response is proprietary and is covered under non -disclosure
agreement. The information should not be divulged to any other party other than for whom it is
intended. Clients and partners may not be contacted about these references or divulge the
information contained there-in unless duly authorized by Censof. All rights reserved.
Unauthorized copying is strictly prohibited.
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Table of Contents
GLOSSARY OF TERMS: ................................................................................................................................... 4
ACTION BUTTONS / ICONS: ........................................................................................................................... 6
PREREQUISITES AT USER SIDE: ..................................................................................................................... 7
LOGIN PROCEDURE IN AUCTIONWIZARD: ...................................................................................................... 8
DESCRIPTION OF ICONS: ............................................................................................................................... 9
REGISTRATION PROCESS: ............................................................................................................................. 9
TO RETRIEVE THE INFORMATION: .............................................................................................................. 13
RUN REQUERY FOR BROKEN TRANSACTION: ............................................................................................... 14
VIEW AUCTIONS FREE OF COST: .................................................................................................................. 15
MODIFY PASSWORD:
.................................................................................................................................. 15
LOGIN PROCEDURE: .................................................................................................................................... 16
BANK DETAILS:........................................................................................................................................... 19
APPROVED AUCTION SCREEN: ..................................................................................................................... 22
REQUEST PROCEDURE FOR AUCTION: ......................................................................................................... 23
DOWNLOADING / SUBMISSION PROCEDURE: ............................................................................................... 23
FOR UPLOADING MANDATORY DOCUMENT: ................................................................................................ 23
EMD SUBMISSION: ...................................................................................................................................... 24
LIVE AUCTION: ........................................................................................................................................... 26
COMPLETED AUCTION: ............................................................................................................................... 29
ACCEPTENCE OF LOI: .................................................................................................................................. 30
SECURITY DEPOSIT FEE/APF SUBMISSION:.................................................................................................. 32
AWARD LETTER: ........................................................................................................................................ 35
CONTACT US: .............................................................................................................................................. 36
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GLOSSARY OF TERMS:
S No
Abbreviations
1
New Registration
New Vendors can enroll their companies / individual firm in
the site to obtain the USER ID and password to participate in
the tenders/auctions.
2
IMPORTANT
CIRCULARS
To view
the
Departments.
3
USER ID
Login credentials for the USER to enter the user ID of the
particular persons (Buyer or Vendor) to login for department
Site.
4
PASSWORD
To enter the password of the respective USER ID to login.
ACTIVITY
Buyer Users have to select the option during log-in to for
carrying out the intended activity like Auctions,
Similarly, Vendor (Vendors) will login to check
Or to Participate for Auctions.
5
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Terminology
circulars /
guidelines
issued by
various
6
Approved Auction
Auctions which are due for request will be displayed under this
Section. User can request the auction, view the free documents.
7
EDIT
ATTACHMENTS
Vendor/contractor end, they can download the
Required document.
8
Live Auction
9
User Manual
At the time of the start of your auction, your
auction will appear in the “Live Auction”
section
To view and download the Help manuals
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12
CANCELLED
AUCTION
The will get the list of Auctions which are Cancelled by the
department /Disqualified by the
Department to the Particular firm (Contractor/vendor).
13
MODIFY PROFILE
DOCUMENT
14
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LIBRARY
The user profile can modified any time by the user after log-in.
This acts as a library for the e-Auction.
User can upload supporting documents through this link and
attach
to the concerned Auctions whenever required.
15
AUCTION SEARCH
The search facility is provided by e-Auction
to search the Auction based on region
16
MODIFY
PASSWORD
The user can modify his password any time. As a security
measure, it is advisable to modify password frequently.
17
LOGOUT
This link redirects the user to log-out of the e-Auction
portal and directs to log in page.
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ACTION BUTTONS / ICONS:
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1
Edit Attachments
2
View payment details for Security Deposit fee/Processing
fee/EMD
and Refund details and print
3
Authorized Document
4
Edit Attachments
5
Request Auction Form
6
Archive Document
7
Auction
8
Awarded Letter
9
Calendar
10
Delete Document
11
Error
12
View Document
13
Open Document in New Window
14
Download Documents
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PREREQUISITES AT USER SIDE:
A. System configuration (minimum):
Minimum P-IV Processor System, 40 GB HDD or above recommended, 512MB RAM
and above. Internet Connection – Minimum of 512 Kbps Broadband connection
B. System Software’s:
OS: Windows XP and above.
Browser



Microsoft Internet Explorer version 7, 8 and 9  
 Mozilla Firefox Version 6/7/8  

Google Chrome Version 16  
Microsoft Office 2003 with MS Word and MS Excel
Utilities: Java Version 6 Update 30 and above, Win-Zip, Win-Rar, Adobe Acrobat Reader,
PKI Installation Driver for Digital Signature
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LOGIN PROCEDURE IN AUCTIONWIZARD:
Step 1: Enter this URL “www.auctionwizard.com/DDA” to access DDA e-Auction Website
Fig 01
When the Department of Delhi Development Authority is opened, enter your User ID and
Password to log in into your account as shown in below image,
Fig 02
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DESCRIPTION OF ICONS:
#
1
2
3
4
5
6
7
Description
Click “Home” to view the home page of the DDA E-Auction site.
Click “About Us” to view the details of DDA.
Click “User Manual” to view and download the Help manuals.
Click “Contact us” to view the details of helpline (contact addresses and
Phone numbers).
Click “Latest Circular Formats” to view and download the latest circular.
Click “Latest Auctions Free View” to view the details of the entire authorized
Auction.
Click “New Registration” to view the procedures of registration.
REGISTRATION PROCESS:
Click “New Registration” which is there in the horizontal list as shown in below figure
Fig 03
Fill all the details in the form which is showed in the next page figure. Click “Create Profile” to
obtain your User ID and Password. Note that during registration process do not type certain
special characters like ~ ` ' # $ % & *! ( ) ; \ / ? “: <> + - { } [ ] which are not allowed.
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Fill all mandatory (* Marked) column.
Fig 04
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Once you click on “Create Profile” you will be redirected to the “Documents Upload Page” as
showed in below image. In this page you have to upload the required documents which can be
acceded in future (supporting documents like company PAN CARD, Company Turnover
Certificate (which was issued by CA) OR Profit & Loss statement (last year) which shows the
turnover of the company. (Documents should be attested by authorized person).
Fig 05
After you uploaded the required documents then Click on “Finish Upload” then click “OK”
as shown in figure 5 & 6.,
Fig 06
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After the completion of File Uploading process you will get your User ID and Password as
shown in below image, make a note and then click on proceed to payment option to make a
payment.
Fig 07
Once the payment is successful, vendor gets the payment acknowledgment copy. To activate
their user ID’s, vendors needs to send the payment acknowledgment copy to the helpdesk mail
id (Mentioned in CONTACT US).
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TO RETRIEVE THE INFORMATION:
In case of incomplete registration, vendor can retrieve the information (Till payment) by clicking
“Click here to retrieve information” link which appears in first page of registration. Here vendor
can enter the created user id with hint answer (Enter the same specific character what you have
created earlier) and click on “Retrieve Account Information” to proceed further and complete
the registration process.
Fig 08
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RUN REQUERY FOR BROKEN TRANSACTION:
1.
While making an epayment transaction, there might be chances of deduction of amount
from the vendors account without updation of transaction status to Tenderwizard. This
may be termed as Broken transaction. And in some cases vendor may abort the
transaction. For these cases the status shown as INITIATED in Status column.
a. In the Status Column, Requery Icon
appears in the respective payment row to
initiate the Requery if the payment transaction status is INITIATED.
b. In this same Initiated status payment row, users should click on Requery icon
to
update the status, if the payment is successful status will turned to PAID. Shown in
below figure 12.
Fig 09
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VIEW AUCTION FREE OF COST:
To download the Auction notices and corrigendum free of cost from website, follow the steps
given below:
Click “Latest Auctions Free View” on the home page.
Provide all or any one of the options like “Auction Number”, “Region”, and Click “Search” to
view the results. A list of Auctions shall appear on the screen.
Click
to view and download the cost
free documents.
Fig 10
MODIFY PASSWORD:
Users can modify password at any time as shown in below figure18. Minimum 8 characters
are required. Password contains Uppercase, Lowercase and Numbers only.
Note: Special characters are not allowed.
Fig 11
Note: The strength of Password should be more than 60%.
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LOGIN PROCEDURE:
Enter the given “USER ID” in the box provided.
Enter the given “PASSWORD” in the box
provided.
Click “GO” to login, the screen directs you to the PKI based login screen.
As a security purpose for a first login, the system automatically asks the user to change the
password as shown in below figure. Enter the Current, New & Confirm Password and then
click “Submit” to update the new password. The user needs to login once again with the new
password (note that User Id remains the same) which gives the user the authentication to the
change of password shown in below figure 12.
Fig 12
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Insert the Digital Token Key to the port of the Computer and Download the latest Java from
the link on the figure 13.
Fig 13
Select the certificate and click to authenticate shown in below fig 14.
Fig 14
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Then enter the token password under Password column (Fig 15).
Fig 15
Click LOGIN to re-enter the login password (Fig 16).
Fig 16
Re-enter the login Password shown in figure (Fig 17).
Fig 17
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BANK DETAILS:
Once user Logged in, User will get a message to enter bank details as the figures shown
below. Click on OK and then “Add Bank Detail” shown in figure 18 and 19.
Fig 18
Fig 19
VENDOR HELP MANUAL
Here User has to enter and fill all the mandatory fields, Upload the file by clicking on Browse
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button as displays below figure 20. (Document should contain Bank Account Number and
Beneficiary Name. Eg: Passbook or Cancelled Cheque).
Fig 20
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Now here user has to select the Bank details and click on “Set Default”. User also has an option
to create and add another bank details if required by clicking on “Add Bank Detail” shown in
below figure 21.
Fig 21
Click on continue button after selection of Default bank detail shown in below figure 22.
Fig 22
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After clicking “Continue” tab, the system shall ask you about the types of auction you want to
participate in. The following option will reflect, as shown in below figure 23.
Fig 23
For participating in Forward Auction, select “Forward Auction” and click on “Submit” as shown
in above figure 23.
After the above process the below screen will appear, here you need to click on the “Approved
Auction” section, where the entire auction which have been floated by the department still liable
for participation will appear. As shown in below figure 24.
Fig 24
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Now you have to click on the “Request Auction ( )”in the approved auction section to show your
intent of participating in the auction (AS shown in figure 25). After clicking on the request auction
icon you shall be directed to the page shown in below figure 26. Here, you have to upload the files as
mentioned by the department in the Auction Document. After browsing the file you need to give the
Attach Name and add its Description. After completing all the above said process you need to click
on the “Upload” tab, as shown in figure 27.
Fig 25
Fig 26
Fig 27
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EMD SUBMISSION:
Once the required file has been uploaded, you need to click on “Click Here To Register” tab to
initiate the process of the payment of EMD (Earnest Money Deposit), as shown in figure 28.
Fig 28
After clicking on “Click Here To Register” tab the below shown screen shall open. This screen
shall confirm with you the details of the bank account in which the EMD of the unsuccessful
bidders will be credited back. You need to verify the bank details entered by you on logging in to
the site for the first time. After verifying the details you need to click on the “Submit” tab. As
shown in below figure 29.
Fig 29
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Now select the payments “Mode” for EMD. If the mode selected by you is “NEFT/RTGS”, then
download the challan generated and submit it to your respective Bank.
Fig 30
If the “Mode” selected by you is “E-payment” the below mentioned steps have to be followed:
Fig 31
Once the payment is successful, vendor gets the payment acknowledgment copy.
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Once the EMD payment has been paid successfully the Auction Request icon will vanish at your end
form the “Approved Auction” stage. As shown in figure 32.
Fig 32
Live AUCTION SCREEN:
At the time of the start of your auction, your auction will appear in the “Live Auction” section. To
start the bidding process you need to click on the “Hammer Icon ( )”. After clicking on the
hammer icon you’ll be guided to the “Auction Terms And Conditions” page, after reading the
Terms and Conditions thoroughly you don’t click on the checkbox and agree to reading the terms
and conditions. After agreeing to read the Terms and Conditions you need to click on the “Accept”
tab. The screens for the same have been attached below as figure 33 & 34.
Fig 33
Fig 34
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Now you shall be directed to the “My Dashboard” page, this is the screen where you will enter
your bids according to the Increment Value shown to you. You need to put your bid in the “My
Bid” column. After entering the desired bid you need to click on the “Bid Now” tab. Once you click
on the Bid Now tab, a pop up window will open which will show your bid in words and %
increment in your bid from the prevalent highest bid. On clicking “OK”, another pop up window
shall open asking whether you are sure to submit your bid or not. If the bid entered by you is
correct you need to click on “OK”. The time left for the auction to end will be displayed on the
extreme right hand side of the screen. The screens for the same as below in figure 35, 36 & 37.
Fig 35
Fig 36
Fig 37
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The below message comes when the bidder submits his bid at Prior Extension time and time
automatically increases as set by the Department shown in below figure 38.
Fig 38
In case of you being the “H1” bidder at any time, there will be a Hammer shown on your screen.
This will be the indication of you being the highest bidder at that time shown in below figure 39.
Fig 39
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Click When the auction ends, there will be a message displayed at the extreme right hand side of
the screen as “Auction Has Ended”. No further bids shall be accepted by the system after this
stipulated time. Shown in below figure 40.
Fig 40
Completed Auction Screen:
Once the auction has ended, it will be displayed in the “Completed Auction” section after all the
auctions have been completed from the department end. You need to go to completed auction
section and click on the Hammer icon to verify that you are the successful bidder or not. In case of
you being the H1 Bidder there will be a congratulatory message displayed on your screen. The
screens for the same have been attached below in figure 41 & 42.
Fig 41
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Fig 42
LOI Screen:
After the issue of LOI from the Department end, the particular auction will be displayed under the
“Awarded Auction” section. To view the LOI you need to click on the “Award” icon. As shown in
below figure 43.
Fig 43
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On clicking on the “View LOI” tab the below attached screen shall open. The LOI will be
downloaded from the below attached screen. After downloading the LOI you need to Sign the
acceptance on this LOI and attach the same under the “Send LOA” tab and then enter the remarks
of acceptance. This shall be forwarded to the department for approval of your acceptance. As
shown in below figure 44 & 45.
Fig 44
Fig 45
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Auction Award Processing Fee Screen:
After sending the LOA, the “Auction Award Processing Fee” tab shall appear. You need to pay
these fees according to the Figure 46, 47,48,49,50 & 51 respectively.
Fig 46
Fig 47
Fig 48
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Fig 49
Fig 50
Fig 51
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Security Deposit Payment Screen:
Once the Auction Award Processing Fee has been paid successfully, the “Security Deposit Payment”
(Difference amount of EMD), tab shall appear. The payment of the same has to be paid following the
steps mentioned below. As shown in below figure 52, 53 & 54.
Fig 52
Fig 53
Fig 54
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Once the entire fee has been paid successfully all the links which were previously displayed in
RED will now is displayed in BLACK. As shown in below figure 55.
Fig 55
After approving all the payments made by you by the department you shall receive the “Award Letter”
which can be downloaded by clicking on the Award Letter tab. As shown in figure 56 & 57.
Fig 56
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Fig 57
CONTACT US:
Auction Wizard
B-1/5A, 2nd Floor
Main Najafgarh Road,
Near Janakpuri Metro Station East,
New Delhi-110058
Ph No: 011-49424365
…………………………………………………THANK YOU………………………………………………...
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