Frequently asked Questions

Question: What is ONGC e-Procurement?

Answer: Selected ONGC tenders are hosted on ONGC e-Procurement site. All vendors can participate in such tenders.Vendors can pay tender fee,download tender documents, submit price bids and unpriced technical bids online through ONGC e-Procurement.

Question: Do I have to compulsorily submit my tender through ONGC e-Procurement?

Answer: Yes. For all ONGC tenders which are hosted on ONGC e-procurement site, the Price Bid and Unpriced Technical Bids have to be submitted online only. However,physical documents mentioned in the tender documents e.g. Power of attorney, EMD and integrity pact etc. have to be submitted offline in tender box as per the instruction in the tender document.

Question: What are the prerequisites to submit tenders through ONGC e-Procurement?

Answer:

• Bidder should have a valid User Id to access ONGC e-Procurement site.
• Bidder should have a legally valid class 3 signing digital certificate as per Indian IT Act from the licensed Certifying Authorities operating under the Root Certifying Authority of India (RCAI), Controller of Certifying Authorities (CCA) of India.
• Tender fee must have been paid,if applicable for the Bid Invitation. If Bidder is exempt from paying tender fee, Bidder must hold exemption from the Tender Officer.
• Bidder should fulfill any other prerequisites mentioned in the tender documents of a specific tender

Question: How do I get a valid User Id to access ONGC e-Procurement?

Answer:

1. Click on New Bidder ? Apply for Access Authorization link on the e-Procurement login page.
2. Fill the online form.After completion click on Submit button. Email with a url link from supadmin@ongc.co.in will be mailed to your email address.Since this being system generated automatic mail, you may also check their junk/spam folder of the mail. Some vendor may also have problem with respect to security related (firewall) issues of their company’s network and they need to get it resolve with their system administrator.
3. Click on url link in email,which opens up Questionnaire page in a browser.
4. Fill the Questionnaire,After completion click on Send Questionnaire button.
5. Please give your Complete Address and PAN number.
6. After creation of user id you will receive email with user id and password.
   Note: User id will be created normally within 4 working days after reviewing sent data.In case you don't receive any user id,please click on “Contact us” link and then click on “Local help desk” for further assistance in the matter. Alternatively send email to ongcsrmhelp@ongc.co.in.

Question: How to Obtain Class 3 Digital Certificate?

Answer:

• Visit the site of the licensed CA using internet browser.
• Apply online for a class 3 signing digital certificate. Ensure that 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.

Licenced CA's in India ( visit website http://www.cca.gov.in/cca/for latest list of service provider)

• Safescrypt
• NIC
• TCS
• GNFC
• e-mudhra

Question: What if I need help while submitting my electronic tender?

Answer: Please download Vendor help for Bid Invitation from the top middle link on the screen after login and read it thoroughly.Even after going through the help document if you need help while submitting your electronic tender, please contact our web administrators during business hours at

• Click on Contact us and then on Local help desk for further assistance
• Email : ongcsrmhelp@ongc.co.in
• Business Hours : 10:00 to 18:00 Hrs Indian Time (GMT + 5:30 Hrs)

Question: What if I don't submit my tender through the ONGC e-Procurement before tender submission deadline?

Answer: ONGC e-Procurement 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. However it is strongly recommended that bidders submit their bid well before submission deadline.

Question: How Secure is it?

Answer: The security features incorporated in the application ensures that all activities are logged and no unauthorized person has access to data

• 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 (ONGC Officers / Bidders) cannot view the commercial bid of any Bidder till the date and time specified for the opening of the commercial bid is due. All the documents are encrypted.
• 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 verisign is used for communication between the browser and the web server. This ensures that all communication between browser and web server is encrypted and cannot be hacked.
• Compliance to IT ACT: The complete e-Tendering process is compliant with THE INFORMATION TECHNOLOGY ACT, 2000 of the Govt.of India.

Question: What is a Digital Signature?

Answer: 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.Digital certificates used to create digital signatures are issued by a trusted certifying authority authorized by the Controller of Certifying Authorities of India. For more details please visit FAQ section of CCA website http://www.cca.gov.in/cca/?q=faq-page

Question: Can the files be deleted after uploading?

Answer: Files once uploaded by a bidder cannot be deleted. However you can change the name of the concerned file as "not to be considered for evaluation /deleted/Ignored". This file will not be considered by the ONGC.

Question: Can we submit the bid again?

Answer: Yes, you can submit the bid multiple times till submission deadline.Last submitted bid will be given cognizance. Once submitted,bid cannot be saved again i.e. it has to be submitted again.All the vendors to note that the final status of response should be “Submitted” before the submission deadline is over.

Question: How many files can be uploaded and what is the maximum size of the file?

Answer: Any number of files can be uploaded and the maximum size allowed is 10 MB. However, it is recommended that file size should be kept minimum as far as possible.If you are scanning a document keep the resolution of the image file low.

Question: How to create bid and where to upload the technical and price files?

Answer: There is a button for create bid which appears after you pay tender fee (or get exemption for payment of tender fee from dealing officer of ONGC). While creating your bid it is recommended that as soon as you click on create response you should save it.You will get a Response no. 650xxxxxx. Subsequently you can work on this response no. by clicking on Edit button. While making changes in your response in any subsequent logons, you need to open the response (not Rfx.) by double clicking on response no. (650xxxxxxx) already created which is shown in same row of Rfx no. Technical files are mandatorily to be uploaded in the “Technical RFx Response” link. This is techno-commercial unpriced bid area.No Price disclosing files are to be attached there otherwise your bid will be summarily rejected.This will look as under :

See section 28 of “Vendor help for Bid invitation” for more details. Price related files are to be attached at “notes and price bid attachment” in the tender. You need to download the tender (RFx) specific price format file already available in “notes and price bid attachment” and save it on your computer. You need to fill the prices in the excel file so downloaded.You need to then sign the file and save the file thorough “Add attachment” button. This button will available for use only in edit mode of your response. Once saved file will start appearing on the screen with name,size and user ID so uploaded.See section 26 of the help document.

If the price format is not there (not uploaded by ONGC) then prices are to be filled in the item condition tab. In this case if you are not entering price at any item, it is presumed that you are not bidding for that item.

Question: If error “Document is already processed” is encountered, what is the solution?

Answer: Please logout from the portal and close all the sessions of the browser. Login again.

Question: How to find if the certificate is correctly installed?

Answer: In the browser, click on Tools -> Internet Options -> Content -> Certificates -> View In new window click on “certification path”. At the bottom of the screen message must be "This certificate is OK"

Question: How tender fee is to be paid?If I have to take exemption from tender fee,what is the procedure?

Answer: Tender fee must have been paid through MasterCard/Visa credit card only, if applicable for the RFx. Net banking/debit card/Draft/cheque is not allowed. If Bidder is exempt from paying tender fee, Bidder must get exemption from paying tender fee from the Tender Officer after registering for the tender.

Question: What basic steps are to be done for uploading the files?

Answer: You have to do the 3 following steps:

1. Use only Microsoft Internet Explorer from version 5 to 10.It is recommonded to use IE version 10. Make sure whether your digital signature is valid and of class 3.
2. Please download signer tool from our portal in ‘downloads’ tab. Save file in your machine. Close all browser sessions. Install the signer tool. In case you still have trouble with digital signature get in touch with vendor who provided you digital signature.
3. Please change the Active X settings according to the link ‘guidelines to bidders’ at home page. Recommended way is to add following e-Procurement site to Trusted Sites zone.
   
   • https://etender.ongc.co.in
   
   
   1. In Internet Explorer, go to Tools->Internet Options
   2. Click on Security tab, and then click Trusted sites zone.
   3. Click “Sites” button.
   4. In the Add this Web site to the zone: text box, type https://etender.ongc.co.in
   5. Click Add button and then choose OK or Close button
   6. Now, Click on Custom Level button, Security settings window opens up, maintain following values for below parameters.

      Parameter	Value
      Allow Scriplets	Enable
      Automatic prompting for ActiveX controls	Enable
      Binary and script behaviors	Enable
      Download signed ActiveX controls	Enable
      Download unsigned ActiveX controls	Enable
      Initialize and script ActiveX controls not marked as safe	Enable
      Run ActiveX controls and plugins	Enable
      Script ActiveX controls marked safe for scripting	Enable
      Use Pop-up Blocker	Disable

Question: How do I confirm the status of my bid submission?

Answer: Check the status of your response in the screen after login next to your response number as “Submitted” or click on the response number and see the status as “Submitted”

Question: I have uploaded some price sensitive files in Tech. Response. What to do?

Answer: Delete the response completely by using the delete button next to save button and create a new response. There is no need to pay tender fee again. Also the files which were signed earlier can be used as it is for saving instead of signing again, if there is no change in the contents.