Royal Government of Bhutan

Ministry of Finance

Electronic Government Procurement

(e-GP) Guidelines

December 2020

Version 2.0
 Table of Contents
1. Introduction 1
1.1. Introduction 1
1.2. Short title and commencement 1
1.3. Definitions 1
2. Scope and Application of the of e-GP System 5
2.1. Scope and Application 5
2.2. Major Modules 6
2.3. Stakeholders 6
2.4. Composition of the Guideline 6
3. Introduction to e-GP System 7
3.1. Access to Public Procurement Information 7
3.2. Access to e-GP System features 7
3.3. Disclaimer and Privacy Policy 7
4. Registration Modules 9
4.1. Registration Guidelines for all Users 9
4.3 Procuring Agency (PA) Registration 11
4.4 Financial Institutions (FI) Registration 11
4.5. Development Partner Registration 12
4.6. Tender Evaluation Committee (TEC) and Tender Committee (TC) 12
4.7. e-GP System Administrators 12
5. Annual Procurement Plan (APP) 13
6. Tender Document Preparation 13
6.1. Document Library 13
6.2. Bid Preparation 14
7. Tendering 15
7.1. Advertisement 15
7.3. Pre-Bid Meeting 15
7.4. Corrigendum/Amendment 16
7.5. Bid Submission 16
7.6. Tender Opening 17
8. Evaluation 18
8.1. Tender Evaluation Committee (TEC) 18
8.2. Use of e-GP System by TEC 18
9. Letter of Intent (LoI) 19
10. Letter of Acceptance (LOA) and Contract Signing 19
11. Debarment 20
12. Workflow and Management 20
12.1. Workflow 20
12.2. Configuration 20
12.3. Storage of Records and Documents 20
12.4. Security 21
12.5. Subscriber Services 22
13. Future Enhancement 22
14. Translation and Publication of Documents 22
Appendix 1: Use of Payment System 23
Appendix 2: Procurement Rules and Regulations (PRR) 2019 and e-Government Procurement (e-GP)
System 25
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1. Introduction
1.1. Rationale
This document provides guidelines for Electronic Government Procurement (e-GP) System for
Royal Government of Bhutan as provisioned under Chapter IX of Procurement Rules and
Regulations- PRR 2019. This Guideline is prepared in consistent with the prevailing PRR and
international practices on e-GP.

The Main objective of the e-GP System is to enhance efficiency and ensure transparency in
public procurement. The e-GP is a web-based system through which the procuring agencies
shall perform their procurement related activities, i.e. from publishing of Annual Procurement
Plan (APP) up to Contract Management.

All the stakeholders including any individuals, Bidders/Consultants, Procuring Agencies,

payment service providers, development partners, e-GP System administrators and auditors
shall get access to e-GP system and information as specified in the Terms and Conditions of Use
and Disclaimer and Privacy Policy.

The Guidelines shall provide e-GP general operational guidance only; any other issues shall be
guided by the relevant existing Acts, Rules and Law of the land. The e-GP System and its
guiding principles are not intended to be static and shall be revised as and when necessary.

1.2. Short title and commencement

The Guidelines shall be called e-Government Procurement (e-GP) Guidelines and shall come
into effect from date of notification.

1.3. Definitions
The terms used in the Guidelines shall have the following meaning unless otherwise provided:

1. “Act” means any relevant Acts such as but not limited to the Public Finance Act
of Bhutan 2007.
2. “Advertisement” means an advertisement published in the website or in any
other mass media for the purposes of wide publicity.
3. “Approval Procedures" means the approval procedures of a Tender or a
Proposal as detailed in this guideline.
4. “APP” stands for Annual Procurement Plan. Annual Procurement Plan describes
which products will be acquired by the Procuring Agency, as well as when and
how they will be acquired. This describes the estimated procurement plan of an
Agency.

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5. “Bidder” means an eligible individual or legal entity that participates in a

competitive procedure defined by the PRR 2009.
6. “Bid/Tender Security” means a security, serving as a guarantee that the bid
shall remain valid until the contract is awarded or until the expiry of a specific
period, delivered along with the bid by a bidder in a form and in accordance with
the terms and conditions specified in the document inviting the bid. The terms
“bid security”, “bid bond”, “bid guarantee”, and “earnest money” are
synonymous in terms of their effect and purpose.
7. “CAPTCHA (Completely Automated Public Turing test to tell Computers
and Humans Apart)” is a spam prevention system, displayed as random words
or letters in distorted fashion that cannot be deciphered by people, but only by
software, to ensure that a human is making an online transaction rather than a
computer.
8. “Centralized Registration system” means the single place for all e-GP Users to
register and provide credential documents for verification of authenticity for
conducting different activities by utilizing tools provided by the e-GP system.
9. “Consultant” means an individual or a legal entity entering into a contract to
provide consultancy services.
10. “Contract Price” is the price stated in the Letter of Acceptance and thereafter as
adjusted in accordance with the provisions of the Contract.
11. “Contract Management” means the processes involved between the issuance of
a work order and completion of the work, handled electronically with the tools
available in the e-GP System.
12. “Dashboard" means an interactive User interface that organizes and presents
information and links to the different relevant functions into a unified display in a
way that is easy to access, track and transact.
13. “Days” means calendar days unless otherwise specified as working days.
14. “Date & Time” means e-GP Data Center server date and server time.
15. “Electronic” means any electrical, digital, magnetic, optical, electromagnetic,
internet, wireless or other form of technology that entails capabilities similar to
these technologies.

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16. “Electronic Signature” or “e-Signature” means a signature in electronic form

(user password) attached to or logically associated with an electronic record, in
the form of electronic symbol or a process attached to or logically associated
with documents, and executed, adopted or agreed upon by a person with the
intent to sign the documents. The user password will be used as e-Signature in
the e-GP system.
17. “Tender Creator” is the user who is responsible for initiating the APP/Tender
process. Only PA/AU users can be Tender Creators.
18. “Evaluation Committee” means a Tender or a Proposal Evaluation Committee
constituted as per Procurement Rules and Regulations 2019 and number of
members as provisioned under this guideline.
19. “Evaluation Report” means the report generated after the evaluation of the
Tenders, Quotations, Expressions of Interest or Proposals.
20. “e-GP” means Electronic Government Procurement (e-GP) System.
21. “Form” means a form available in the e-GP System with necessary
modifications in compliance with the forms and formats appended to PRR-2019.
22. “Goods” means any object in solid, liquid or gaseous form that has an economic
utility or value, which can be exchanged or traded.
23. “GPPMD” means the Government Procurement and Property Management
Division, established under the Department of National Properties of the Ministry
of Finance to carry out the mandates as provisioned in chapter VIII of PRR2019.
24. “HOPA” means the Head of Procuring Agency responsible for procurement
procedures executed in accordance with the provisions of the PRR 2019 and this
guideline.
25. “Invitation for Bids (IFB)” means a document published or notified by the
procuring agency, which informs the potential bidders that it intends to procure
goods, services and/or works.
26. “Law” means The Constitution of the kingdom of Bhutan.
27. “Performance Security” means security provided by a bidder/consultant solely
for the protection of the procuring agency until successful performance of the

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contract in accordance with terms and conditions of the contract.

28. “Person” means and includes an individual, sole proprietorship, partnership,
company, association or cooperative society that wishes to participate in the
Procurement process.
29. “Procurement” means the purchase of goods, services or the engagement of
contractors for execution of works by Procuring Agencies.
30. “Procuring Agency (PA)” means the Government Agency, which enters into a
contract with a supplier, service provider or contractor for procurement of goods,
services or execution of works for the Government. The terms “procuring
agency” “procuring entity”, “client”, “purchaser” and “employer” are
synonymous.
31. “Project Manager” is the person named in the Contract or any other competent
person lawfully appointed by the Procuring Agency and notified to the
Contractor, who is responsible for supervising the execution of the Works and
administering the Contract.
32. “Public funds” means any funds allocated to a Procuring Agency under a
Government budget, or loan, grants and credits placed at the disposal of a
Procuring Agency through the Government by the development partners or
foreign states or organizations.
33. “Public procurement” means the purchase of goods, services and the
engagement of contractors for execution of works by procuring agencies.
34. “Quotation” means the price offer received by e-GP System from bidders for
the supply of Goods, Works and Services subject to the financial limitation as
prescribed by the PRR 2019.
35. “Related Services” includes services such as insurance, installation, training,
and initial maintenance services relating to the contracts of the supply of goods.
36. “Responsive” means qualified on the basis of evaluation criteria so declared and
specified in the bidding Document or in the Request for Proposal Document.
37. “Services” means consulting and other services.
38. “Supplier” means an individual or a legal entity entering into a contract for the
supply of goods or services.
39. “System” means e-GP system.

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40. “Tender or Proposal”is an offer to supply goods, services or execution of works

made in accordance with the terms and conditions set out in a document inviting
such offers. The term “tender” is synonymous with the term “bid”.
41. “Tender Document or Request for Proposal (RFP) Document” means the set
of documents issued by the intending employer/purchaser/procuring agency to
potential bidders in which the specifications, terms and conditions of the
proposed procurement are prescribed. The terms “bidding documents”, “tender
documents” and “bid documents” are synonymous.
42. “Workflow management system” means a system of overseeing the process of
passing information, documents, and tasks from one employee or machine within
a business to another.
43. “Works” means any activity involving construction, fabrication, repair,
overhaul, renovation, decoration, traditional Bhutanese painting, installation,
erection, excavation, dredging which make use of a combination of labor,
machinery, equipment, material and technology.
44. “Write” means any data change in the e-GP database.

2. Scope and Application of the of e-GP System

2.1. Scope and Application
The e-GP system shall be used by the procuring agencies and any other public entities spending
public funds for the purposes of procurement of Goods, Works and Services applying this
guideline. The scope of this system is to maintain complete and up-to-date Public Procurement
activities of all the implementing agencies as well as to provide fair and equal opportunities to all
potential bidders/Consultants.
The e-GP System is a web-based system which encompasses the total procurement life-cycle and
records all procurement activities and information. The system shall enable the implementing
agencies to maintain a clear picture of its procurement activities on a real-time basis. The e-GP
system is based on a workflow management system which provides a collaborative platform for
all stakeholders in government procurement. All the stakeholders of the procurement process
shall have appropriate access points and working dashboards with authorized access to relevant
functions in the e-GP System.
This Guideline covers all information related to e-GP system including the Operation,
Maintenance and Management

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2.2. Major Modules

The e-GP system shall consist of the following modules that are interlinked:
a. e-GP Homepage;
b. Registration;
c. Tendering;
d. Debarment;
e. Annual Procurement Plan;
f. Reporting;
g. Admin and
h. e-Learning

2.3. Stakeholders
The following stakeholders shall have secure access to related functionalities:
a. Individuals/Public for general information;
b. Bidders/Consultants;
c. Procuring Agencies;
d. Payment Service Providers (Financial Institutions and other payment service
providers);
e. Development Partners;
f. e-GP System Administrators;
g. Operation & Maintenance partners; and

2.4. Composition of the Guideline

The e-GP Guideline includes this document and two following Appendices that constitute an
integral part of the Guideline.
1. Appendix 1: Use of Payment Module.
2. Appendix 2: PRR 2019 and e-GP System

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3. Introduction to e-GP System

3.1. Access to Public Procurement Information
Individuals, Registered and Non-registered Users of the e-GP System may access records and
information through the e-GP System i.e. https://www.egp.gov.bt, consistent with Laws, Acts,
Rules and government instructions applicable. The GPPMD, PA, Bidders, Consultants and
Suppliers shall have duties and statutory obligations to protect the interests, and rights of the
concerned stakeholders.

3.2. Access to e-GP System features

a. The Bidders shall accept the Terms and Conditions of using the e-GP system on
the Registration page before submitting Registration information. GPPMD shall
have the right to modify clauses of the Terms and Conditions without prior notice.
PA Admin will be created by e-GP Admin and users like HoPA, PA, AU, TC,
TEC will be created by PA Admin.

b. To ensure the secure use of the e-GP system, the users should use authentic web
browsers and associated security settings.

c. The User shall provide authentic e-Signature (user password) for the
authentication of the digital documents which may be post-verified. If the
e-Signature (user password) is not authentic, the user cannot proceed further.

d. The User shall be responsible for maintaining the confidentiality of their user
credentials and held responsible for all the activities that occur using their user
credentials.

3.3. Disclaimer and Privacy Policy

a. GPPMD reserves the rights to correct any error or omissions in any part in the
e-GP System, make changes to the e-GP System and the materials, products,
programs, services described in the e-GP System at any time with prior notice.

b. In no event shall GPPMD and third parties be liable for any damages including
but not limited to direct or indirect or consequential damages or any other
damages. Damages shall include but not limited to errors or omissions delays or
incomplete transactions, planned or unplanned e-GP System downtime or
inaccessibility of the e-GP System, insufficient time to submit tender, lost User
identities, session outages or accidental closures, indirect or consequential
damages or any damages whatsoever arising from use, loss of User data whether

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in action of transaction, negligence or other action, arising out of connection with

the use of the e-GP System.

c. The information and other materials included on the e-GP System may contain
inaccuracies and typographical errors. The GPPMD does not warrant the accuracy
or completeness of the information and materials or the reliability of any
statement or other information displayed or distributed by the procuring agencies
through the e-GP System.

d. GPPMD does not warrant that the functions contained in the e-GP system shall be
uninterrupted or error free or that those defects shall be corrected or that the e-GP
system or Server that makes it available shall be free of viruses or bugs. The
GPPMD does not warrant full functionality, accuracy or reliability of any material
and may terminate, change, suspend or discontinue any aspect of the e-GP System
including the availability of any features of the system at any time without notice
or liability.

e. The GPPMD shall not share or sell the personal or business identifiable
information with any other persons or organizations without the prior consent of
the owner unless required by the e-GP System to carry out its defined functions or
required by the law of land.

f. The e-GP System shall only be used for lawful purposes that do not violate the
law or civil rights. Such restriction or inhibition shall include but not be limited
to conduct which is intended to mislead or is defamatory or which may harass,
cause distress or inconvenience to any person and the transmission of offensive
contempt or interruption of the normal flow of content within the e-GP System.

g. The e-GP System shall use the Government Data Center server time as the
reference time for all time bound procurement activities.

h. The e-GP System Administrator may notify Users by displaying notices, alerts
and statements about the scheduled maintenance and possible interruption of the
e-GP System.

i. The e-GP System may send e-GP System related promotional information to all
Users.

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j. The e-GP System shall maintain all private information of the Users in encrypted
form in the database and shall not be accessible to any User without sufficient
authority and access permissions.

4. Registration Modules
4.1. Registration Guidelines for all Users
All Users shall be required to register in the e-GP System under an appropriate User
category in order to have appropriate access.

a. Registration shall be done through the online registration process of the e-GP
System followed by post verification where applicable. The intended User must
provide all required information, documents in electronic form and accept the
Terms and Conditions of e-GP System and should be aware of the Disclaimer and
Privacy policy of the e-GP System. If any misinformation is identified or any
documents submitted are found false and the User does not correct that
information, the User account shall be cancelled or appropriate action shall be
taken according to the law of land.

b. Any Registration may be cancelled at any time due to violation of any of the
clauses of Terms and Conditions of e-GP System.

c. Users shall choose a unique User ID (Email ID) and corresponding Password
acceptable to the System to gain subsequent access to the e-GP System.

d. Users shall upload mandatory documents in electronic form (scanned documents

in the form of popular formats supported by e-GP System like PDF, Word, JPG,
GIF, PNG) and provide information required in those documents online to
establish their identity and qualification. The information provided by the Users
shall be stored securely in the e-GP system.

e. Users may be charged and/or waived specified amounts of money for different
categories of use including Registration, Transactions, Subscription and periodic
renewal. The Ministry of Finance shall have the right to set reasonable charges or
waiver to promote the use and sustainability of the e-GP System.

f. Users shall read the Terms and Conditions, Privacy Policy and Disclaimers and
accept them during the Registration application process.

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g. Users may fill-in the non-mandatory information provided in the Registration

Form at the time of Registration or any time later.

h. The e-GP System may use any additional reliable and secured human verification
methods or security codes, (e.g. CAPTCHA) to protect from unsolicited
spamming and automated registration.

i. Registration on the e-GP System shall be completed when the User responds to
the email link sent to the respective e-mail of successful applicants as notified by
the System after post verification.

j. The Users shall be automatically logged out by the system if the User remains idle
for a specific period of time.

k. Users should properly log out from the e-GP System after using the System.

l. The Users may update their profile details with authenticated information anytime
through the dashboard in a secured environment. User ID cannot be changed.

m. Users may cancel their registration upon submission of a written application to

e-GP Administrator provided that they have no contractual obligations pending to
any party while using e-GP system.

4.2. Bidder/Consultant Registration

Bidders and Consultants may register as a single entity or as a company.

Bidders/Consultants registered on the e-GP System shall have access to the procurement
opportunities of public agencies, participate in the tendering/proposal/submission processes,
track contract awards and manage the contract and deliverables etc.
Bidders must have a valid License (Trade or BICMA) number for registration. A valid CDB
number shall be required for a bidder registering work category.

Bidders may request for new procurement categories (Goods, Works and Services) with
Classification of Contractors (Works-Large, Medium and Small) and shall be required to upload
updated documents. After completion of the request process, the Content Administrator may

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approve or cancel the new procurement categories request based on the uploaded documents and
information.

Note: The user account will automatically get locked after 10 subsequent wrong attempts to
log in. Any such issues will take upto 5-7 working days to restore the credentials.

4.3 Procuring Agency (PA) Registration

a. Procuring Agencies shall submit PA Admin registration form with authentic
information to GPPMD for creation of a PA Admin Account. And the GPPMD
shall register the Procuring Agency Administrator (PA Admin) using the
information provided by Procuring Agencies in the PA Admin registration form.
The GPPMD reserves the right to make any changes in fields of the registration,
if required.
b. Regular and Contractual employees must have employee ID (EID) to get
registered on the eGP system. The details like CID number, full name and
designation will be fetched using EID. For Non-RCSC employees, the user
registration will be done using a CID number which is mandatory as the system
will fetch full name and designation by that CID number.

c. PAs shall register on the e-GP System to access different facilities and activities
of procurement processes, APP, tender document preparation, evaluation, contract
award, contract management, internal procurement process workflow
management, tracking payments, deliverables etc through the available features
and modules of the e-GP System.

d. A secured Dashboard shall provide PA Admin the right to create as many internal
Users as required for the procurement process. Procuring Agencies reserves the
right to define the number of Users within their agency for the procurement
process to use e-GP System.

e. PA Admin user shall create the other users such as PA User, AU, TEC, TC, HOPA
with proper consent from or with the knowledge of an intended user. If found
such malicious act performed by PA Admin shall be dealt as per the Bhutan Penal
Code of Bhutan 2004 and Information, Communications and Media Act of Bhutan
2018.

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f. PA Admin shall create the eGP users with the email address format as
[email protected] (eg. [email protected]) for all the users and maintain
the user accounts with the Agency as a part of it’s property.
g. The outgoing user shall handover their user credentials (username and password)
to the incoming users officially. Incoming users upon receiving user credentials
shall reset password and maintain utmost confidentiality for security reasons.
h. The PA Admin shall deactivate the users which remain idle for more than a year.

4.4 Financial Institutions (FI) Registration

a. The Memorandum of Understanding(MoU) shall be signed between the
Authorized FIs and Office of Department of National Properties prior to the
registration on the eGP system.

b. After signing the MoU, the GPPMD shall create FI Administrator on eGP system
upon the request made by concerned FIs.

c. Secured Dashboard shall be provided to the FIs Admin to create as many internal
Users as required for using the e-GP System.

d. The FI users shall be mandated to update payments related to Tendering process

viz Tender security, Performance security, Additional Performance security and
Grievance fees.
e. FI Admin shall create the other users such as Branch Maker and Branch Checker
with proper consent from or with the knowledge of an intended user. If found
such malicious act performed by FI Admin shall be dealt as per the Bhutan
Penal Code of Bhutan 2004 and Information, Communications and Media Act
of Bhutan 2018.

4.5. Development Partner Registration

a. Prior approval from the Ministry of Finance is required to create Development
partners' accounts.

b. Development partners may be provided with facilities to upload their Procurement

guidelines and standard documents and review the progress of their projects.

4.6. Tender Evaluation Committee (TEC) and Tender Committee (TC)

a. TEC and TC shall be registered by concerned PA Admin of the Procuring
Agency.

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b. Prior approval shall be sought from the HOPA in written note for the formation of
such Committee in the system.

c. TEC and TC shall have access to the e-GP System only to perform prescribed
roles and in restricted time for specific procurements based on their roles as
defined in PRR 2019.

4.7. e-GP System Administrators

a. GPPMD shall appoint one or more officials as an e-GP System Administrator.

b. e-GP System Administrators shall have access to the System for configuration,
User Management, creating and updating the Standard Bidding Document (SBD)
template, Report generation for Annual Procurement Progress, Dynamic Saving
Calculation, e-GP Statistics, Procurement Transaction etc., updating of content
like News, Advertisement, Amendments, Circular etc. in the e-GP system,
maintaining and updating the Debarment list and managing Department Hierarchy
and PA Admin, FIs users and Development Partner Users.

5. Annual Procurement Plan (APP)

The APP is an indicative plan that the procuring agency must prepare to reflect the necessary
information on the entire procurement activities for goods, services and works to be procured
that it plans to undertake within the Financial Year (FY).

The APP shall be prepared in line with the approved budget for the particular Financial Year of
the concerned Procuring Agency and shall follow budget balance in the Multi Year Rolling
Budget (MYRB). The e-GP system is integrated with MYRB system to maintain the check and
balance during the procurement processes. Whereas, there is no budget integration with MYRB
for framework contracts and procurement plans through their own fund.

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6. Tender Document Preparation

6.1. Document Library
a. Forms for preparing electronic tender documents and any other activities of the
procurement process shall be prepared and updated only by the GPPMD. Tender
Creator shall update only the specific sections of the template and its contents as
specified in the tender documents. Tender Creator shall have access to all the
available standard procurement documents for preparing invitations to
Tender/Proposal and documents for procurement of goods, works and services.

b. e-GP System shall provide a library of online bid document sections with
template forms for online submission counterpart to the Standard Bidding
Documents which is available in the e-GP system.

c. e-GP shall provide forms to be selected by the Tender Creator. The Bidders/
Consultants shall be able to download and complete these forms online
electronically.

d. Tender Creatorshall ensure the valid online forms so that the system can guide the
Users to find the correct form to prevent them from filling up incorrect forms.

e. Tender Creator shall ensure the tender documents are complete and correct before
publishing on the e-GP System.

6.2. Bid Preparation

a. The Bidders/Consultants shall prepare the Tender online and upload the required
documents within the time specified in the Invitation for Tenders after signing of
the same with the user password (e-Signature) by an authorized representative.

b. Bidders/Consultants shall be allocated sufficient time to read the documents for

preparing and submitting the Tender/Proposal online before the bid submission
deadline.

c. Bidders/Consultants shall ensure that all the forms have been completed correctly
and sufficiently for which Tender/ Proposal is being prepared.

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d. Bidders/Consultants shall adequately address all selection criteria to demonstrate

the ability to reach the requirements provided in the Tender/Proposal documents.

e. Bidders/Consultants shall keep track of any corrigendum/amendments issued

during the tender period and ensure that these are included in the tender/proposal
response.

f. Bidders /Consultants shall submit the tender before the closing time. The e-GP
System shall not allow submission of tenders/ Proposals after the closing date and
time.

g. Unless the allocated size exceeds, Bidders shall be able to upload and store
documents in the Bidders’/Consultants’ document library (virtual web space
allocated to Bidder/Consultant in e-GP system). To map required documents at
the time of bid submission, the Bidder/Consultant may use their existing file from
the document library or upload a new file from their own personal computer. The
file size uploaded by Bidders/Consultants is configurable and the e-GP system
shall allow uploading of files or documents in following sizes:

● Single File Size: Maximum 4.00 MB

● Total File Size: Maximum 50.00 MB

7. Tendering
7.1. Advertisement
a. Tender Creator shall prepare an invitation for Bid using the online template
available from the e-GP Dashboard.The description of the Goods/Works/Services,
including the tender documents for Tendering shall be made available on the e-GP
System which shall be available to all interested users.

b. The date of Tender notice published in the e-GP system shall be the start date of
Tender.

7.2. Online Preparation and Submission of Tender/Proposal

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a. Bidders/Consultants shall prepare the Tender/Proposal online to be submitted

within the time specified in the IFB after signing of the same with the user
password (e-Signature) by the Authorized User.

b. The Tender/Proposal of those Bidders/Consultants who submit the Tender/

Proposal within tender submission deadline shall be accepted by the e-GP system.
The System shall not allow submission of any documents after the Tender/
Proposal submission deadline.

c. The Bidders/Consultants shall be responsible for complete uploading of

documents, preparation and submission of bid security, verifying completeness of
tender and final submission of tender for the specific tenders within the time
specified in the bidding documents.

d. e-GP system shall acknowledge the successful submission of Tender/Proposal.

7.3. Pre-Bid Meeting

a. If required, the Tender Creator shall schedule and conduct Pre-Bid meetings on
the date and time specified in the tender documents/notice through the e-GP
system.

b. Clarifications/Responses/ Queries relating to the Tender document shall be posted

online before or during Pre-Bid meeting.

c. Notwithstanding the above, clarifications and queries relating to the tender

documents may be sought online till the last date and time specified in the tender
document.

7.4. Corrigendum/Amendment
a. Tender Creator may amend/issue corrigendum/amendment for the tender
document during the“Live” stage of the Tender.

b. Tender Creator may issue a Corrigendum/amendment and publish in the related

section of the e-GP System and also send via an automated electronic means (i.e.
email) and make available online in the e-GP System for the information of the
public and the prospective Bidders/Consultants.

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c. Participating bidders shall receive email from the system about the
corrigendum/amendment. Others may view the amendment through tender notice.

7.5. Bid Submission

a. A tender/proposal submitted electronically shall be deemed to be true and legally
binding. The user password (e-Signatures) is necessary for the security and
authentication purposes.

b. Tender/Proposal shall be submitted via the e-GP System prior to the submission
deadline. The Bidders/Consultants shall make necessary amendments to the bid
after being notified on Tender/ Proposal amendment through the System.

c. If the electronic records entered online and files containing the Tender/Proposal
are corrupt, contain virus or are unreadable for any reason, the tender shall not be
considered. It shall be the sole responsibility of the Bidders/Consultants to ensure
the integrity, completeness and authenticity of the Tender/Proposal.

d. Prior to submitting a tender electronically, the Bidder /Consultant shall ensure that
all electronic records and files are completely virus free. The e-GP System server
shall also check the uploaded files to ensure the files are virus free. However,
Tender Creator may discover corrupt or unreadable files submitted via the e-GP
System only after the Tender/Proposal opening. Bidders/Consultants shall
acknowledge and accept in respect of electronically submitted tenders.

e. Submission of large electronic files may take time and sufficient time must be
allowed to fully upload all files prior to the submission deadline. Files should be
compressed as zip format for reducing the size. The Bidder/Consultant shall be
responsible for the loss, damage, or destruction of any Tender/proposal caused by
failure to comply with the prescribed document standard.
f. GPPMD and Tender Creator shall not be liable for the delayed submission of
Tenders caused by faulty personal computer of Bidder/Consultant.

g. The Users of e-GP system including Tender Creator and e-GP Admin shall not
have access to the identity of the Bidders/Consultants who accessed and
submitted the tender/proposal until the tenders/proposals are opened on the
specified date and time.

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7.6. Tender Opening

a. The Tender Creator shall be responsible for tender opening through the e-GP
system.

b. Access to the dashboard for the Tender Creator user shall be available only after
the specified Tender/ Proposal opening date and time. The Bid Opening Report
(BOR) shall be generated by the system and forwarded to the TEC Chairperson
by the Tender Creator with comments.

c. Access to the technical and/or financial proposals to Tender Creator shall be

available only at the specified date and time configured in the e-GP System.

d. Tender/Proposal opening information shall be posted under the specific tender

section of the dashboard of Bidders/Consultants.

8. Evaluation
8.1. Tender Evaluation Committee (TEC)
a. The Tender Creator shall create TEC through the e-GP system and ensure that the
TEC are fully conversant with the available tools in the e-GP system.

b. TEC shall receive the auto-notification (via Email or SMS as configured as per
the preference for auto-notification) from the e-GP System as soon as the
members are configured.

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8.2. Use of e-GP System by TEC

a. TEC shall have access to the BOR for on ward evaluation of the bid after the
BOR is forwarded to TEC chair by the tender creator following the bid opening.

b. TEC shall follow the predefined workflow to evaluate Tender documents.

c. TEC shall evaluate the document through the e-GP system and e-GP system
automatically selects the winning bidder. The e-GP system has provision to
change the winning bidder by TEC chairperson based on the final decision made
by the TEC members. TEC shall review the reports, update and complete the
entire required evaluation matrix based on the stipulated criteria and facts in
Tender/RFP documents to complete the evaluation.

d. e-GP System shall not allow the TEC to alter any data provided by the
Bidders/Consultants and final report agreed and signed by all TEC Members that
may determine the winning bidder/consultant after submission of the final data to
the e-GP system.

e. TEC members may conduct online negotiation if applicable to a specific

procurement type as per PRR 2019. Incase of unsuccessful negotiation with the
winning consultant, the TEC Member shall initiate the negotiation process with
the next winning consultant through the e-GP system. Negotiation Process can be
closed anytime as preferred by initiator.

f. If any modification is required, TEC may seek permission from the competent
higher authority to update the value in the evaluation record matrix. The System
will record any such alterations.

g. Upon completion of evaluation, the TEC chairperson shall forward the evaluation
report to TC Chairperson/HOPA for final decision.

9. Letter of Intent (LoI)

9.1. Upon approval of the evaluation report by HOPA, the Tender Creator shall issue
LoI to the winning bidder with copies to all the unsuccessful bidders through
e-GP system.

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9.2. The Tender Creator shall observe 10 days of standstill period to allow any
grievances if any.

9.3. Tender Creator shall not proceed further with the procurement process during the
standstill period.

9.4. Tender Creator shall issue Letter of Acceptance (LOA) through the e-GP system
only after the expiry of the standstill period.

9.5. Should there be any grievances during the standstill period; the Tender Creator
shall not proceed further with the procurement processes until the grievance
process is complete.

10. Letter of Acceptance (LOA) and Contract Signing

10.1. Approval of the LOA workflow shall be routed in e-GP system to appropriate
Approving Authority configured as HOPA.

10.2. Tender Creator shall issue LOA to the winning Bidder/Consultant through the
system (i.e. via Bidder/Consultant dashboard, email, SMS as configured in
preference settings).

10.3. Bidder/Consultant shall accept the LOA and carry out the necessary formalities
indicated in the LOA and Tender/ RFP documents.

10.4. Tender Creator shall conduct Contract Signing with the winning bidders offline
and then enter the contract details in the system to complete the procurement
process on the system. The Tender Creator shall upload the copy of signed
contract documents on the e-GP system.

11. Debarment
11.1. The e-GP Admin shall maintain and update the list of Bidders/Consultants who
have been debarred from participating in any procurement category based on the
debarment committee's decision.

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11.2. The debarred Bidders/Consultants shall not be allowed to participate in the

procurement category for which it is debarred for a specified period of time in line
with the decision of the debarment committee.

12. Workflow and Management

12.1. Workflow
HOPA shall have access to the pending workflow list in the e-GP dashboard. Approval of APP,
Revision of APP, formation of TEC, Tender Notice & Document, Approval of LOA, Contract
award shall be processed by HOPA through the workflow established in the e-GP system.

12.2. Configuration
a. e-GP System Configuration
The e-GP Administrator shall configure the e-GP System to align with the PRR
2019.

b. User specific dashboard and interface

The e-GP system shall ensure that a specific User Interface and Dashboard have
been created to perform activities as per the User's role.

c. Auto Alerts
The e-GP System shall provide auto alert (via email, SMS) for the Users to get the
required message on specific events in the procurement process.

12.3. Storage of Records and Documents

a. Storage
The e-GP System shall store records in English.

b. Confidentiality of records in e-GP system

Any record labeled as confidential or sensitive by the System shall not be
published or shared with any third party without written permission from the
respective owners.

e-GP system shall have adequate measures to ensure that no users including e-GP
Admin are able to view/ retrieve sensitive information. Any such access shall be
recorded in the audit trail record log.

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12.4. Security

a. Audit logs
i. The e-GP System shall guarantee that all User and System activities related to
‘write’ events and access to sensitive data through the e-GP System are
captured in the audit trail for future auditing purposes.

ii. The e-GP System shall not allow access to modify the Audit trails.

iii. All the activities of each and every User from login to logout for any sessions
shall be recorded along with the identity of the User, date and time.

iv. The information recorder in the Audit trail database shall serve as sufficient
evidence of action of any User in e-GP System.

b. Data Encryption
i. The e-GP System shall maintain all private information of its Users in
encrypted form in the database and shall not be accessible to any User without
sufficient authority and access permissions.

ii. The e-GP System shall record all draft and final procurement documents
submitted to the e-GP System in encrypted form and shall not be accessible to
any User without sufficient authority and access permissions.

iii. All data transmitted through the computing device (Computers, Mobiles and
any other devices which can be used to do transactions with e-GP System) of
authorized Users to e-GP System and from e-GP System to Users web
browser shall be encrypted through Secured Socket Layer (SSL) encryption.

iv. GPPMD shall ensure that the e-GP data is protected through external access
using highly secured firewalls and threat detection technologies.

v. The methods and algorithm of data encryption used in e-GP System shall be
approved by GPPMD and may be revealed if the disclosure is required by law
of the land.

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12.5. Subscriber Services

a. Subscription Administration
i. GPPMD shall have the right to set up, configure and administer the
subscription of registered e-GP System Users.
ii. GPPMD may charge fees from users for the use of e-GP System and its
services by seeking approval from the competent authority.

b. Fees
i. GPPMD may charge fees for User Registration, verification of credentials,
renewal of validity, training or providing procurement information and other
approved services.

ii. GPPMD may charge fees to third-party websites or applications for

specialized service of providing public information available in the e-GP
System through web services or any other appropriate content delivery
services.

iii. GPPMD may introduce fees for different procurement events and fees
structure for the e-GP system users and subscribers with approval from
competent authority.

13. Future Enhancement

GPPMD shall have the right to bring any changes to the System, service and/or management
structure anytime at any condition based on any changes in Acts, Rules and other government
directives or to make the system compatible with new technology, user friendly and more useful
to the intended Users.

14. Translation and Publication of Documents

The Ministry of Finance shall be the competent authority to publish or translate the e-GP
Guidelines.

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Appendix 1: Use of Payment System

Payment arrangements
1. GPPMD shall have the right to use the payment service of Financial Institutions (FIs),
payment service providers, mobile networks and other reliable and authorized online
service providers through Memorandum of Understanding (MoU).

2. Tender Creator shall ensure that Bidders/Consultants are provided with guidelines on
billing options and to choose payment options recommended by the GPPMD.

3. The e-GP System shall provide options to use the services of FIs. FIs or payment service
providers shall have secured access to the e-GP System with dedicated and secured
dashboard from where the FIs shall carry out the financial transactions related to public
procurement i.e. collecting fees and charges, providing guarantees, tracking the
guarantees, making payment transactions etc. GPPMD shall not be responsible for the
transactions made by banks with the Bidders/Consultants.

4. GPPMD shall integrate the online payment system as and when it becomes available.

5. Tender Creators may make necessary arrangements with FIs or payment service
providers to pay any amounts due to Bidders/Consultants or any such party.

6. GPPMD shall maintain and operate master accounts in the designated bank for collecting
and managing fees for documents, guarantees, securities and any other charges applicable
in e-GP System.

7. Tender Creator shall be responsible for updating e-GP System and notifying GPPMD
about Guarantees and Securities of the Bidders and request issuing bank for releasing and
crediting the Central account maintained by GPPMD.

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Appendix 2: Procurement Rules and Regulations (PRR) 2019 and e-Government Procurement (e-GP) System
Sl. Clause
No. in PRR Procurement Rules and Section in Electronic Government Procurement (e-GP)
2019 Regulations (PRR) 2019 e-GP Guideline System

1. 2.1.1.1 The purpose of the Registration system is to limit the Section 4 In order to access the e-GP System, in addition to
waste of time caused by the repeated qualification of Registration registering with CDB or any other registering
bidders for similar procurements and to ensure a Module authority, bidders are required to register with the
continued pool of suitably qualified suppliers/ e-GP system with valid email ID and password.
contractors. It is a system of general pre-qualification
signifying the capability of a bidder to handle a type and
volume of contract and is not limited to a particular
contract.
2. 2.5.1 On written request from the party concerned, the Section 4 When Registration is rejected, Bidder will get an
procuring agency/registering authority shall as quickly Registration email from the e-GP System with the reason for
as possible inform any unsuccessful bidder of the Module rejection for Registration.
reasons for the rejection of his application for
pre-qualification or registration.
3. 3.1.1.1 A Tender Committee of an appropriate level shall be Section 4 In e-GP, Tender Creator (PA/AU User) will create
constituted by the HOPA to ensure that the procedures Registration the Tender Committee (TC), the minimum
of this rule have been complied with in all cases of Module member will be five and the Head of the Procuring
procurements where the estimated value of the contract Registration – 4.6 Agency (HOPA) will be the chairperson of the TC.
exceeds the threshold limits prescribed for the Limited Tender, Opening
Enquiry method. & Evaluation HOPA is the approving authority for the entire
Committee procurement process starting from APP till
In constituting a Tender Committee, the Procuring contract management.
Agency shall ensure that no members of the Tender
Committee have any Conflict of Interest with any of the
participating Bidders.

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4. 3.1.1.10 The Higher-Level Tender Committee for the Section 4 If official cost estimate of a Tender is higher than
(vii) (a) Autonomous Bodies shall be composed of: Registration the defined threshold value, then PA User will
● The Chief Executive Officer (CEO) of the Module create higher level tender committee with
concerned Autonomous Agency shall be the Registration – 4.6 members from other PAs as outlined in the PRR
Chairperson of the Tender Committee; Tender, Opening 2019.
● At least two Members of the Governing Body or & Evaluation
senior level officials from other Ministries in Committee
case there is no Governing Body.; and
● Head of AFS of the Autonomous Body.
5. 5.1.2.1 In the Open Tender Bidding method, the notification Section 7 In the e-GP system, notice will be published in
(a) for invitation of bids shall be published in a mass Tendering e-GP website. The Bidders of the same category
circulated newspaper and where applicable/feasible will be notified by e-GP system via email /SMS or
announced over the website, national radio, TV and both as per the bidder’s preference. An abridged
other mass media. In addition, the notification shall be version of the notification may be sent to mass
displayed on the notice board of the procuring agency circulated newspapers and where
concerned applicable/feasible announced over website,
national radio, TV and other mass media.
6. 5.1.2.1 (b) In the Limited Bidding method, the invitations for bids Section 7 In the Limited Bidding method, the potential
shall be sent by registered post or any other means of Tendering bidders selected by the PA shall be notified via
delivery, as long as it is ensured that the documents are email by the system. Only these selected bidders
dispatched at the same time to the potential Bidders will be able to submit the bid in the system. The
selected by the procuring agency. Notice shall not be same process shall apply to limited enquiry
given to one potential Bidder in advance of notification methods.
to others.

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7. 5.1.2.1 (c) In the Limited Enquiry or Direct Contracting Section 7 The Direct Contracting Tendering method is
methods, the procuring agency may directly approach Tendering incorporated in the e-GP System.
the bidder/s from whom it intends to solicit quotations.

8. 5.1.5.1 The bidders shall not be allowed to seek any Section 7 All kinds of clarification will be done from the
(a)(b) clarifications on the bidding documents in person. A Tendering e-GP system. Biddercan seek clarification any
clause shall be incorporated in the Instructions to timebefore the date specified in the bidding
Bidders prescribing the process of seeking any documents.
clarification on the Bidding Documents. Such a clause
shall normally instruct that: PA User will respond to the query within five (5)
days of posting the query.
a) A prospective bidder requiring any clarification of
the bidding document may notify the same to the Responses to clarification/queries will be posted
Procuring Agency in writing or by cable (including under the clarificationtab without disclosing the
facsimile and telex) so as to be received by the identityof the bidder who sought the clarification.
Procuring Agency no later than a predetermined
number of days prior to the deadline for submission The response to the clarification willbe accessible
of the bids; by all the participatingbidders.
b) The Procuring Agency shall respond to such
requests for clarification received by it within the
prescribed period. Copies of the Procuring Agency’s
response shall be forwarded to all purchasers of the
bidding documents, including a description of the
enquiry without disclosing the name of the bidders
seeking clarification. Any changes shall be affected
by issuing amendments;

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9. 5.1.5.1 Pre-bid meetings shall be conducted only if strictly Section 7 In the e-GP System, PA Users can set a time
(c) necessary and as approved by the head of the Procuring Tendering – 7.3 period for pre-tendermeetingsin the e-GP system.
Agency to clarify doubts and concerns of the Bidders Pre-Bid Meeting Bidder can send queries to PA Users within the
prior to submission of bids. Minutes of the pre bid time period in the e-GP system.
meeting shall be circulated to all Bidders that have
PA users will also reply through the e-GP system
purchased bidding documents.

10. 5.1.6.1 A Procuring Agency shall reserve the right to amend or Section 7 PA shall issue corrigendum and publish it in the
modify the bidding documents for any reasons by issue Tendering – 7.4 related section of thee-GP System and also send
of addendum either in its own initiative or in response to TenderAmendme via an automated electronic means (i.e. email) and
a clarification request from a prospective bidder any nt made available online in the e-GP System for the
time prior to the deadline for submission of bids. A information of the public and the prospective
clause to this effect shall be incorporated in the bidding Bidders /Consultants who have received the tender
documents. document or RFP.
Bidders who start participating in thebid will
receive mail from the system about the
amendment. Otherscan view the amendment
through tender notice.
11. 5.1.7.2 Bidders shall be advised on the manner of submission Section 7 The Bids shall be submitted electronically in the
of bids as follows: Tendering – 7.5 e-GP system.
a. The bids shall be delivered by hand or by registered Bid Submission Bid documents will be submitted inan encrypted
post in sealed envelopes to the appropriate addressee format. Hence it is notpossible for anyone to
and shall be marked “Confidential”. A “sealed decrypt or see the documents before the opening
envelope” shall mean that: of the Tender.

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i. A bid shall be contained in an inner envelope
sealed with adhesive or other sealant, which will
prevent re-opening;

ii. The inner envelope shall be signed across the seal.

The name of the Bidder shall be written on the inner
envelope.

iii. The inner envelope shall be placed inside a further

outer envelope similarly sealed. On this outer
envelope, only the addressee, the words
“Confidential”, and any other relevant information in
accordance with the bidding documents shall appear.
12. 5.1.8.1 The bid validity period should normally be sixty (60) Section 7 At the time of document creation, PA User will
days from the date of bid closing. The procuring agency Tendering enter the tender validity. Usershave to complete
may however prescribe a realistic bid validity period the task of opening, evaluation and issuing LOA
taking into consideration the time that would be within this tender validity period. If User cannot
required to complete the processes of bid evaluation and complete this process within this time period, the
award of Contract. system will lock this tendering process.

To unlock the tendering process,PA user will

request for Bid Validity Extension. HOPA will
approve the request. After that, the PA User will
proceed further.
13. 5.1.9.2 The bid security shall be denominated in the currency of Section 7 According to bid security paymentmode in e-GP
the bid and shall be in one of the following forms: Tendering – 7.5 System, Bidder will make payment through FI and
a. Unconditional Guarantee issued by a reputed Bid Submission the FI user will update the payment in e-GP
Financial Institution acceptable to the procuring System.
agency in the form provided in the bidding

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documents or any other form satisfactory to the There are two types of FI Users. TheBank Maker
procuring agency; will process the payment and Bank Checker will
b. Banker’s cheque/Cash warrant; verify it.
c. Demand draft.
14. 5.1.9.4 The bid security of the unsuccessful Bidders shall be Section 7 Bid security will be returned after the contract
discharged/returned to them as promptly as possible Tendering signing. PA Users will make release requests to
upon award of Contract, but in any event not later than the FI. TheFI User will release the security to the
thirty (30) days after the expiration of the period of bid Bidder which should be done within the bid
validity prescribed by the procuring agency. security validity period.

15. 5.1.9.7 The bid security may be forfeited: Section 7 In case of bid forfeiture in the e-GP system, PA
Tendering User will make a forfeiture request to the FI User.
a. If a Bidder withdraws its bid during the period of bid
validity specified by the Bidder; or The FI User will process as per the forfeiture
process in e-GP System.
b. If a Bidder does not accept the arithmetical
corrections of its bid price, or
c. In the case of a successful Bidder, if the bidder fails
● To sign the Contract within the prescribed time;
or
● To furnish the performance security within the
prescribed time.
16. 5.1.10.1 The Procuring agency shall require the successful Section 7 Bidder will submit the performance security after
Bidder to submit a Performance Security, within fifteen Tendering acceptance of LOA. Bidders will make payment
15 working days after the issuance of letter of through the FI and FI User will update on thee-GP
acceptance, but always before the signing of the System.
contract.

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17. 5.3.1.2 It shall be the responsibility of the Bid Opening Section 7 Bidders will not be able to submit any bid after the
Committee to ensure that bids received prior to the time Tendering – 7.6 closing time. The Tender Creator will open the bid
and date specified in the bidding documents are opened Tender Opening after the opening time gets lapsed.
at the time, date and place of opening stipulated in the
bidding documents.
18. 5.3.2.2 Arrangements shall be made to receive the bids in a Section 7 When a Bidder submits a bid, it will be stored in
wooden or metal sealed box. A responsible person of Tendering the Server automatically.
the procuring agency may be assigned to receive the
bids where large bid documents are involved.

19. 5.3.2.4 Where a bid/tender box is used, the box shall be fitted Section 7 When a Bidder submits a bid, it will be stored in
with a sealed lock and one officer shall be made Tendering – 7.6 an electronic tender box and it will be encrypted.
responsible as guardian of the bid/tender box and the Tender Opening It is fully unreadable. Only at the time of opening,
keys. As soon as the deadline for submission of the bids the opening committee members will be able to
is reached, the guardian of the box shall seal the decrypt (readable) by their User ID and
opening of the bid/tender box so that no more bids can e-signature (password).
be deposited. The sealed bid/tender box shall be opened
in the presence of the Bid Opening Committee.
20. 5.3.4.1 Bidders or their authorized representatives shall be Section 7 In the e-GP system, it is not possible for the
allowed to attend the bid opening. Tendering – 7.6 Bidder to view the bid opening process. Only after
Tender Opening completing the opening process, all participating
Bidders will get the bid opening report (BOR) in
the dashboard of that particular tender.
21. 5.3.4.2 The bidders or their authorized representatives who Section 7 In the e-GP system, it is not possible for the
choose to attend the bid opening shall sign the Tendering – 7.6 Bidder to view the bid opening process. Only after

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attendance sheet provided in the Record of Bid Opening Tender Opening completing the opening process, all participating
(Form PRR – 1). Bidders will get the bid opening report (BOR) in
the dashboard of that particular tender.
22. 5.3.4.3 Bidders or their authorized representatives shall not be Section 7 In the e-GP system, it is not possible for the
permitted to approach the members of the Bid Opening Tendering – 7.6 Bidder to view the bid opening process. Only after
Committee or any of the officials, unless permitted by Tender Opening completing the opening process, all participating
the Chairperson of the Bid Opening Committee. Bidders will get the bid opening report (BOR) in
the dashboard of that particular tender.
23. 5.3.5.2 The bids shall be arranged so that the original and the Section 7 In the e-GP system, the bidders/consultants are not
copy/copies of the bid documents are kept together. Tendering – 7.5 required to furnish a copy of the bid.
Bid Submission

24. 5.3.5.3 All members of the Bid Opening Committee including Section 7 In e-GP systems, there is no possibility of
the Chairperson shall examine the conditions of the Tendering – 7.6 tampering any submitted document due to security
envelopes and shall sign on the envelopes. In the event Tender Opening features.
that an envelope of the original bid document(s) is
found to have been tampered with or opened, the Bid
Opening Committee shall decide whether the bidding is
to be cancelled or to proceed with the bid opening.

25. 5.3.5.4 The bids shall be opened in full view of all participating Section 7 Any bidder can withdraw the bid before the
parties and the contents shall be checked by the Bid Tendering – 7.6 submission deadline. The withdrawn bid cannot be
Opening Committee against the requirements of the Tender Opening viewed by the opening committee. Once
bidding documents. Envelopes marked “Withdrawal” withdrawn, the bid cannot be resubmitted.
shall be opened and read out first. Bids for which an
acceptable notice of withdrawal has been submitted
shall not be opened.

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26. 5.3.5.5-5. The Chairperson of the Bid Opening Committee shall Section 7 In the e-GP system, all participatingBidders will
3.5.6 publicly announce: Tendering – 7.6 get the BOR in the dashboard of the particular
a. The name of the Bidder, Tender Opening tender.
b. The price offered,
c. The presence or absence of bid security and its
amount,
d. Alternative bids, if any,
e. Discounts if offered,
f. Any modification,
g. Response to amendments, if issued;
h. Fulfillment of specific formal requirements as
might have been prescribed in the bid documents.
These details shall be written on a notice board for the
public to copy.
27. 5.3.6.1 All original copies of the bid documents, which are Section 7 All bid documents, which are recorded in the bid
recorded in the bid opening, shall be kept in a secure Tendering opening shall be secured and saved in e-GP Server
place. which can be accessed for future reference by the
PA.
28. 5.3.6.2 The copies of the original bid documents shall also be Section 7 All bid documents, which are recorded in the bid
kept securely by the Procuring Agencies for future Tendering opening shall be secured and saved in e-GP Server
reference in case of any disputes with regard to the bid which can be accessed for future reference by the
documents. PA.
29. 5.3.7.1 All communication and information exchange referred Section 7 All communication will be done electronically
to in this Rules and Regulations may be made in writing Tendering through the e-GP System.
and sent by post or by electronic means in accordance
with clauses 5.3.7.4, 5.3.7.5, and 5.3.7.6 or by a
combination of those means, according to the choice of
the procuring agency.

Government Procurement and Property Management Division, DNP, MoF 33

 e-GP Guidelines (Version 2.0)

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30. 5.4.7.1 Without incurring any liability towards the contenders, Section 8 Re-tendering option will be possible in two cases:
the Procuring Agency may reject bids under any or all Evaluation ● When the Tender is published and no
circumstances as given below: bidder has participated (after the signing of
a. Bid/s being found not responsive as specified in Opening Committee)
the SBD; ● All the participated Bidders are
b. All bid prices substantially exceeding the disqualified (non-responsive
estimated cost;
c. Any or some of the bids appearing to have been
tampered with;
d. The Rate Analysis submitted for the abnormally
low bid is not acceptable to the client.

31. 6.1.1.3 Procuring Agencies shall as soon as possible notify Section 10Letter The LOA will be issued through theSystem to all
Bidders in writing of decisions reached concerning the of Acceptance participating bidders. LOA will also be published
award of the contract. Such Notifications shall also be (LOA) and on the e-GP website for public view.
published on the Procuring Agencies website and the Contract Signing
GPPMD website within 15 days after the date of award
of decision.
That notification shall include:
a. The name of successful bidder
b. The date of the award of decision
c. The price to be paid for the goods, works or
services.

Government Procurement and Property Management Division, DNP, MoF 34