Frequently Asked Questions
What is "eTendering"?
What Internet settings do I have to maintain for Bidding ?
What are the pre-requisites to submit tenders on-line ?
How do I get a valid User Id to access GAIL e-Procurement ?
What are the benefits of eTendering?
The e-Tendering Service - how sure are you that confidential tender information is safe?
How do Suppliers register for the e-Tendering?
What technology will Suppliers need to use the eTendering service?
What languages can I use?
Do I need to follow some nomenclature for the file to be uploaded in SRM/Cfolders ?
What Can I access the system for bidding at any time, on any day?
What should be the Format of Documents to be attached while bidding ?
What should be the Size of Documents to be attached while bidding ?
Can I attach multiple versions of the same document in Tender/ Technical Bid ?
How many Bids can I create?
Can I delete tender documents ?
Can I receive mails for changes in Bid Invitation?
How can I search Current Bid Invitation on E-tendering Website?
Do I have to compulsorily submit my tender through the Internet?
What if I face any problem in submitting the questionnaire to get user id ?
What if I can not download a softcopy of the tender or I have some problem/queries regarding your website?
What if I need help while submitting my electronic tender?
What if I don't submit my tender through the Internet before the closing time of the tender?
How Secure is it?
What is a Digital Signature?
Who is a Certifying Authority?
How can I get a valid Digital Certificate ?
What is a Firewall?
What is downloading & uploading?
What is Guest User?
Important points to Remember
Glossary
 
 
 
What is "eTendering"?  


At its simplest, electronic tendering ("eTendering") is a process for sending and receiving tenders by electronic means, rather than the old paper based method. Instead of inserting documents into an envelope and posting them, we - and you - will now exchange them securely via the Internet.

The basic principles of tendering will not change, just the method of working.


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What are the benefits of eTendering?  


e-Tendering has potential benefits for both suppliers and GAIL.
For Suppliers, advantages include:

Reduced costs - No postage and printing for tenders to be sent to us.

Speed - Using the service means we will be able to shorten tendering periods for tenders, eliminate postage delays and rapidly disperse tender returns for evaluation, so providing faster decision-making.

Peace of Mind - Eliminates worries regarding timely delivery of documents against a deadline by giving instant delivery.

Efficiency - Enables tenders to be created, exchanged and stored electronically


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Request user ID (for new Bidders) " available on the opening page of our e-tendering website.


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What technology will Suppliers need to use the eTendering service?  


The service is web-based and is designed to be accessible to any prospective Supplier using a computer equipped with Internet connection. That means that if you are reading this page on the Internet, then you can probably use the service.


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What Internet settings do I have to maintain for Bidding ?  
i) Web Browser : Internet explorer v6.0 or higher recommended .
ii) Proxy: If you are unable to access GAIL e-Procurement site or Bid Documents, check if you are using proxy to connect to internet or if your PC is behind any firewall. Contact your system administrator to enable connectivity. Please note that Port 443 and Port 8443 should be enabled on your proxy/firewall for HTTPS connectivity. Dial-up internet connectivity without Proxy settings is another option.
iii) Pop-ups: Pop-ups should be enabled on GAIL e-Procurement URL and Bid Documents URLs.
iv) Active-x controls: Allow both Signed and unsigned activeX components from the GAIL site to download and run on your computer to enable digital signature signing and verification.
v) Recommended Screen Resolution: 1024 by 768 pixels.
vi) Internet Speeds: If you are experiencing slow connectivity to GAIL e-Procurement, then contact your system administrator/ISP provider for desirable speeds.
vii) Text Size : For the purpose of Clarity and Visibility we recommend to use text size setting as medium and above (Path on internet explorer : Click on view button --> Text size --> Medium )
viii) Setting for Trusted Site : Add the gail e-tendering website to the list of trusted sites in the internet explorer browser.

Go to: Tools-> Internet options ->security. Click on Trusted Sites. Next click on the "sites" button and add the website to the zone: https://etender.gail.co.in.

Ensure that in this zone, you have enabled ActiveX controls and plug-ins to be downloaded and run (both signed and unsigned)

   
What languages can I use?  


The language of documents submitted by you should be English.


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Do I need to follow some nomenclature for the file to be uploaded in SRM/Cfolders ?  


Please ensure that the file names do not contain any special characters like "&", "#" etc. The file name to the extent possible, should represent the content of the file and preferably should comprise of Alphanumeric characters only.


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Can I access the system for bidding at any time, on any day?  


We recommend you to submit the bids during our worknig days (Mon - Sat), as our e-tendering system may undergo routine maintenance activities on Sundays for a few hours.


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What should be the Format of Documents to be attached while bidding ?  


You may attach the Tender Documents such as specifications, accepted copies of our Documents like General Condition of Contract(GCC) ,Special Condition of Contract (SCC),Instruction to Bidders (ITB).Scope of Work(SOW), Annexure etc . in the form of Word, Excel or PDF format. Pl. ensure that document attached are free from virus. Scanned Copy, wherever , required may also be attached.


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What should be the Size of Documents to be attached while bidding ?  


Preferably small sized documents shall be attached. General Information not relevant to the Tender / Bid like entire Product Catalog, Price List, Complete Annual Report, Video Files ,Pictures and Images etc. shall not be attached unless it is requested in the Tender Documents. It is recommended that total size of all Tender Documents should not be very large to enable you and us the quick uploading/ downloading of the documents.


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Can I attach multiple versions of the same document in Tender/ Technical Bid ?  


No. In case you need to upload a newer version of your document, please ensure that the earlier version of your document is deleted from the system. In case we find multiple versions of the same document having contradictory/different content, your bid will be liable for rejection.


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How many Bids can I create?  


Against one electronic Tender, only 1 Bid can be submitted.


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Can I delete tender documents ?  


Suppliers can remove their tender responses until the date and time of tender closing.


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Can I receive mails for changes in Bid Invitation?  


The Suppliers will also receive an email if Dealing Officer (Buyer) carries out any changes in Bid Invitation document.


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How can I search Current Bid Invitation on E-tendering Website?  


There are two search options on the eTendering System, a ' simple Search', and 'Extended Search', They are all found under the "Process Bid " or " Display Tender" tab. You may search the current Bid invitations by selecting the Status tab value as "current Bid invitations".


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Do I have to compulsorily submit my tender through the Internet?  


Yes. For GAIL tenders which are hosted on GAIL e-procurement site, the Price Bid and Unpriced Technical Bids have to be submitted online only. However, documents which necessarily have to be submitted in originals like EMD and any other docume`nts mentioned in the tender documents have to be submitted offline .


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What are the pre-requisites to submit tenders on-line ?  
1. Vendor should have a valid User id to access GAIL e-Tendering application.
2. Vendor User should have a legally valid digital certificate from the licensed Certifying Authorities operating under the Root Certifying Authority of India (RCAI), Controller of Certifying Authorities (CCA) of India.
[How can I get a valid Digital Certificate ? ]
3. Vendor should have an internet connection.
4. The browser used should be Internet Explorer version 6.0 and above
5. The operating system should be Microsoft Windows 98 or above.
6. Vendors should fulfill any other pre-requisites mentioned in the tender documents of a specific tender.
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How do I get a valid User Id to access GAIL e-Procurement ?  


Please Visit GAIL website https://etender.gail.co.in and click on the link "Request for User ID ( for New Bidders)" .It will take you to application for requesting User Id, please fill up the format in detail and submit. Ensure that the e-mail id mentioned in the form is the one on which you wish to receive all related information for our e-Tenders including the user ID and password. E-Procurement system would allot a user id within 4 days and inform you the same through email address provided in the questionnaire. Users are requested to please fill and forward the form atleast seven days in advance from last date of bid submission.


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What if I face any problem in submitting the questionnaire to get user id ?  


If you are having trouble in getting the user id, please contact the dealing officer as per the contact details provided against the bid invitation.


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What if I can not download a softcopy of the tender or I have some problem/queries regarding your website?  


If you are having trouble downloading Softcopy of the tender from the Internet, please contact the concerned person mentioned in contact details in Bid Invitation.

Business Hours : 9:30 to 17:45 Hrs India Time (GMT + 5:30 Hrs)


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What if I need help while submitting my electronic tender?  


If you need help while submitting your electronic tender, please contact the concerned person mentioned in contact details in Bid Invitation.

Business Hours : 9:30 to 17:45 Hrs India Time (GMT + 5:30 Hrs)


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What if I don't submit my tender through the Internet before the closing time of the tender?  


GAIL e-Tendering system does not allow you to submit the tender, once the submission deadline is passed. You have to submit your tender before the submission deadline.

All times displayed on our website are our server time according to Indian Standard Time. (GMT + 5:30 hrs) , shall be the time considered for all purposes related to bid.


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How Secure is it?  


The security features incorporated in the application ensures that all activities are logged and no unauthorized person has access to data. The data submitted by the vendor can only be seen by GAIL authorized person after the opening date and time has been reached.

Digital Signature : The solution includes capturing Digital Signature Authorized and certified by approved agency nominated by Controller of Certifying Authorities under Ministry of IT, Govt. of India.

Process Validation: The Solution has been so architected that a user (GAIL Officers / Bidders) cannot view the commercial bid of any Bidder till the date & time specified for the opening of the commercial bid is due.

Unauthorised Access : The entire solution is behind a firewall and Unauthorized access is not allowed. The login passwords of all users is encrypted at the database level. 128 bit SSL Certificate from CCA is used for communication between the browser and the web server.

Compliance to IT ACT: The complete e-Tendering process is compliant with THE INFORMATION TECHNOLOGY ACT, 2000 of the Govt.of India.


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What is a Digital Signature?  


A digital code that can be attached to an electronically transmitted message that uniquely identifies the sender. Like a written signature, the purpose of a digital signature is to guarantee that the individual sending the message really is who he or she claims to be. The Digital certificates used to create digital signatures are issued by a trusted certifying authority authorized by the Controller of Certifying Authorities of India.


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Who is a Certifying Authority?  


A trusted third-party organization or company that issues digital certificates used to create digital signatures and public-private key pairs. The role of the CA in this process is to guarantee that the individual granted the unique certificate is, in fact, who he or she claims to be. Usually, this means that the CA has an arrangement with a financial institution, such as a credit card company, which provides it with information to confirm an individual's claimed identity. CAs are a critical component in data security and electronic commerce because they guarantee that the two parties exchanging information are really who they claim to be.


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How can I get a valid Digital Certificate ?  


In order to bid for GAIL e-tenders all the vendors are required to obtain a legally valid digital certificate as per Indian IT Act 2000 from the licensed Certifying Authorities (CA) operating under the Root Certifying Authority of India (RCAI), Controller of Certifying Authorities (CCA) of India.

Steps for obtaining Digital Certificate
  • Visit the site of the licensed CA* using internet browser.
  • Apply online for a class 3 digital certificate for the designated individual with organization name. Ensure the Digital Certificate is legally valid in India.
  • For making payment and submission of documents required for issue of the Digital Certificate, follow the instructions on the CA's website.
  • Use the class 3-B Digital Certificate thus obtained for online bidding on GAIL e-Procurement site.


    *Links to some licensed CA's are provided below
    1. www.ncodesolutions.com
    2. www.safescrypt.com
    3. www.tcs-ca.tcs.co.in
    4. www.mtnltrustline.com
    5. www.e-mudhra.com


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    What is a Firewall?  


    A firewall is a set of related programs, located at a network gateway server that protects the resources of a private network from users from other networks. Basically, a firewall, working closely with a router program, filters all network packets to determine whether to forward them toward their destination.


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    What is downloading & uploading?  


    Downloading means to download a particular file from a remote servers using the Internet or any kind of Network. Uploading means to upload a particular file into a remote server using the internet.


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    What is Guest User?  


    Guest User is a user who can view the Current (Open) Tenders without having user ID and password. The Prospective bidders who do not have user ID may click on "Guest User" button to view / download the Tender Document. However, a Guest User can not participate in Bidding Process. For participating in Bidding, you should have a valid User ID and password.

    Important points to remember:


    1.  Always check that your e-mail address in your registration is accurate. You will not receive addendum notifications if this address is wrong.
    2.  Bidders are requsted to make note of dynamic time being displayed on our e_tendering website to ensure that the bids are submitted on time.
    3.  Make sure your registration details reflect your current status, as these will be recorded when lodging and this makes clear who the tendering entity is for the evaluation team and makes the evaluation faster.
    4.  Try to avoid responding at the last minute. Try to submit you Bids through e-Tendering well in time.
    5.  For a detailed guide on how to use this site please Click on this link
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    Glossary
    Bid
    Bid is a response from vendor to a Bid Invitation from buying organization.

    Price Bids are submitted by filling on line forms. Un-priced bids are submitted by uploading files ( PDF or Word or Excel files).

    Bid Status 'Held'
    Bid Saved, but not submitted. (By clicking on Hold Button)
    Bid Invitation (BI)
    Bid Invitation refers to enquiry floated by the Buying Organization (GAIL) inviting vendors to submit their Bids. This is abbreviated as BI.
    Bidding System
    Bidding System is either 2-Bid system or Single Bid System.

    In a single bid system, both Un-priced bid and Price bid are opened simultaneously. In a 2-Bid system, the opening dates of Un-priced bid and Priced Bid are different. Unpriced bid is opened first on technical bid opening date and bids are Techno-Commercially listed. Price bids of Techno-Commercially acceptable bider will be opened on price bid opening date & time.

    Bid Verify
    Digital Signature of the Bid can be verified by clicking on 'Verify Bid Sign' button.
    Digital Signature
    A digital code that can be attached to an electronically transmitted message that uniquely identifies the sender. Like a written signature, the purpose of a digital signature is to guarantee that the individual sending the message really is who he or she claims to be. The Digital certificates used to create digital signatures are issued by a trusted certifying authority authorized by the Controller of Certifying Authorities of India. Documents which are digitally signed are legally valid documents as per Indian IT Act 2000.
    Register
    In case of Open Bids, Vendors need to register for the Bid Invitation expressing the willingness to participate in the bid. Registration for the Bid Invitation can be done from the 'Display Bid Invitation' screen.
    Tender Type
    Tender Type is either ICB (Internally Competitive Bidding) or LCB (Local Competitive Bidding)

    Only Indian vendors can participate in LCB Tenders whereas foreign vendors also can participate in ICB Tenders.

    Verify BI Sign
    Digital Signature of the Bid Invitation can be verified by clicking on 'Verify BI Sign' button.
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    My Notes
    You are requested to attach all your documents by clicking on this tab.
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    Information from Purchase

    On this tab you will find all the attachments attached by dealing officer(buyer) relevent to the bid.You are requested to download the same as you may have to make note of the same and upload it back in your bid after filling the necessary information .


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    C Folder

    C Folder denotes a storage Area where Bidders/Buyer's Technical Documents relevant for technical bid are attached.You can access C-Folder by clicking on "my notes" Tab and Then clicking on "Collaboration".


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