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Guidelines to bidders for e-bid submission for PMGSY tenders

The following are the Guidelines to be followed for online submission of bids:

Tender Documents

       The tender notice relating to PMGSY is available on the web site of http://pmgsytenders.gov.in . This website permits downloading of the tender documents free of cost. The tender fee is to be paid at the time of submission of Bid documents by the bidder. The intending bidder may visit http://pmgsytenders.gov.in and upload the bid documents up to the specified date and time of the specific tender.

Any Clarifications regarding tendering , kindly contact the respective email ID given in the tender or for any general clarifications, if any, may mail to pmgsy.etenders@nic.in

Online Enrollment

        Bidder should do the enrollment in the tender site http://pmgsytenders.gov.in using the option available A Click here to enroll. Then the Digital Signature registration has to be done with the e token, after logging into the site.

        The e-token may be obtained from one of the authorized Certifying Authorities such as SIFY/TCS/nCode/MTNL/e-Mudhra.

        Bidder then logs to the site giving user id/ password chosen during registration.

Downloading of Tender Documents

        After downloading / getting the tender schedules, the Bidder should go through them carefully and submit the documents as indicated in the document, otherwise, the bid will be rejected.

        If there are any clarifications, this may be obtained online through the tender site, or through the contact details. Bidder should take into account of the corrigendum published before submitting the bids online.

Preparation of eBid Documents

        Bidder, in advance, should get ready the bid documents to be submitted as indicated in the tender schedule and they should be in one of the indicated formats (PDF/xls/rar/Dwf ). If there is more than one document, they can be clubbed together

Uploading of Documents

        The Bidders can update well in advance, the documents such as certificates, purchase order details etc. under My Documents option and these can be selected as per tender requirements and then sent along with bid documents during bid submission.

        The bidder reads the terms & conditions and accepts the same to proceed further to submit the bids.

        The scanned copies of the list of documents are to be uploaded by the bidder at the time of submission of bids through the website by converting the documents to pdf or as indicated in the tender. A sample cover detail in the case of two cover system is indicated below.

Cover A:

        Copy of Demand draft towards Earnest Money Deposit in PDF format.

       Technical and Commercial Bid

        Schedule B,C and D, Annexures as required

Cover B:

       Schedule A Price Bid (in xls form)

        The bidder has to submit the bid document online well in advance before the prescribed time to avoid any delay or problem during the submission process.

        After the bid submission, the acknowledgment number, given by the e tendering system should be printed by the bidder and kept as a record of evidence for online submission of bid for the particular tender. The bid summary will act as a proof of bid submission for a tender floated and will also act as an entry point to participate in the bid opening date.

        Bidder should get ready the EMD as specified in the tender. The original should be posted/couriered /given in person to the Tender Inviting Authority, within the bid submission date & time for the tender.

        The details of the Earnest Money Deposit document submitted physically to the Department and the scanned copies furnished at the time of bid submission online should be the same otherwise the Tender will be summarily rejected.

       The Tender Inviting Authority (TIA) will not be held responsible for any sort of delay or difficulties faced during the submission of bids online by the bidders for problems at Bidders end.

       The bidder has to submit the bid documents only by online mode through the site http://pmgsytenders.gov.in. Under any circumstances, manual submission of bids is not accepted.

        For comfortable uploading, each document to be uploaded through online for the tenders should be less than 2 MB. However, if the file size is less than 1 MB the transaction uploading time will be very fast. The total size of the documents in all the covers put together, should be less than or equal to 12 MB. (With a Good Network connectivity)

        The bidder should see that the bid documents submitted should be free from virus and if the documents could not be opened, due to virus, during tender opening, the bid is liable to be rejected.

        The time settings fixed in the server side & displayed at the top of the tender site, will be valid for all actions of requesting, bid submission, bid opening etc., in the e tender system. The bidders should follow this time during bid submission.

Security of Bid Documents

       All the data being entered by the bidders is encrypted using PKI encryption techniques to ensure the secrecy of the data. The data entered will not viewable by unauthorized persons during the bid submission & not be viewable by any one until the time of bid opening. Overall, the submitted tender documents become readable only after the tender opening by the authorized individual.

       The confidentiality of the bids is maintained since the secured Socket Layer 128 bit encryption technology is used. Data storage encryption of sensitive fields is also done.

        It is recommended that, the bidder should logout of the tendering system using the normal logout option available at the top right hand corner and not by closing the browser window.

Re-Submission of Bid Documents

        Bidder can resubmit the bid online as many times as possible within the Bid Submission end date and time if resubmission is allowed for that tender.

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