OFBeProcurementVendorHandout
VENDOR’S GUIDETO OFB E-PROCURMENTAPPLICATION
AboutOFBeProc
Inlinewithemergingglobalbestpracticesintheprocurementspace,OFBhasadoptede-procurementtoautomatethetenderingsystemwhichwillbelivefrom15th Jan2011andalltendersaboveRs.10LakhswillbeinvitedonlinethroughOFBe-procurementapplication.
ReadinesstoUse
InordertoactivelystartusingOFBeProcurementapplication,thefollowingisneeded:
AwarenessofProcurementProcesses
AccesstoaComputerandInternet
KnowledgeofsimpleInternetapplicationsandbasiccomputerskills(e.g.basicMSoffice)
2validemailaddresses–thevendororganisationemailaddressaswellasthevendorrepresentativeemailaddress
Enrolment approval confirmation, all account and password related information will be sent to theemailaddressofthevendorrepresentative
The vendor organisation email address will be the default email for all communications with thecompany and alsoforanyclarification if requiredbyOFB.
Forallpublishedtenders, vendorwouldreceivetenderintimation.
Avalidclass IIIDigitalCertificate.[TheDigitalcertificatecanbeobtainedfromanyofthesevenCA
(CertifyingAuthorities).TheListofCAsisavailableon
Digitalcertificateshouldbebought in the name of the Companyandshoulddisplaycompanynamealongwiththenameofthedigitalcertificateholder.
OnlyclassIIIDigitalCertificatewillbeusedfortendersubmission
Thefollowingdocumentsneedtobeattachedwhileenrollingonline.Eachfilesizeshouldbelessthan
5MB:
oBalanceSheet(Last3years)
oPANCard
oListofMachinesVintages
oManufacturingFacilitiesLocations
oNSIC/SSIRegistrationCertificate(Ifapplicable)
oDGS&DRegistrationCertificate(Ifapplicable)
oDGQARegistrationCertificate(Ifapplicable)
oDetailsofregistrationwithOtherDefenceDepartments(Ifapplicable)
oDetailsofregistrationwithAnyOtherOrdnanceFactoriesfordifferentProduct(Ifapplicable)
Youcanonlyuploadfileswithextensions-doc,docx,pdf,ppt,rtf,txt,xls,bmp,gif,jpeg,jpg,tif
Howtogetstarted
1. VendorEnrolment
a) RegisteredVendor
1) Go to and click on the vendor login link and proceed to the Vendor
EnrolmentInstructionpage.
2) Select ‘Registered’ option, the Factory you intend to enroll for and Factory Vendor Code. ThisoptionisapplicableonlyforvendorswhoknowtheirFactoryVendorCode(Factorvendorcodewill
besendtoallMMvendorsthroughemail).Selectthefactorywithwhichyouwanttogetenrolled.
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3) ClickonTermsandConditionslinktoreadtheTermsandConditions.Ticktheboxifyouagreeto
theTermsandConditions.
4) ClicktheAcknowledgebuttontoproceedfurther
5) BasicCompanydetailswillcomepre-filledbutyouhavetofillintherestofthedetails
6) Pleasenotethattheemaildetailsfilledin,inthe‘CompanyInformation’sectionwillbethedefaultemailforallcommunicationswiththecompany.
7) Inthe‘LoginDetails’sectionentervendorrepresentative’sname,emailcontact(whichwillbeusedfor login account and password related information) Login ID which will be used to login to OFBeProcurementApplication.
8) CheckavailabilityofLoginID.IncasethisIDisnotavailableyouwillhavetocreateanotheroneand
repeatthesteptillyougetanavailableID
9) Clickon‘SelectCertificate’buttontoregisteryourdigitalcertificate.Certificatedetailswillbeshownonthepageafterregisteringthecertificate.
10)Clickonthe‘NextStep’toproceedtothenextpage–‘AreaofBusiness’
11)In case you want to abort the registration, click on the ‘Cancel’ button to go back to the ‘Vendor
EnrolmentInstruction’page
12). Enter the materials/items you intent to sale to the Ordnance Factory. Youcantypemultipleitems.
13)Enter Details of Current Products Services, Technical Collaborations (Foreign or Indigenous),
MajorCustomersalongwithListofItemsSuppliedtoindividualCustomer
14)Clickonthe‘NextStep’andproceedtofillindetailsaboutyourCompanyProfile
15)Provide your Company’s Turnover for the last 3 years. Incase you have been in business for lessthan 3 years, say since the previous year, then for the previous 2 years before that you can put yourturnoveras0.
16)Fillintheotherinformationsuchas-detailsonthestrengthofyourworkforce,attachtherequisite
documentsspecifiedabove,furnishashortparagraphthatbestdescribesyourcompany
17)Youcancheckallthefilledindetailsandifyouwanttomakechangesclickon“PreviousStep”
18)Clickonthe‘NextStep’andproceedtoview“FinalSubmission”.
19)ToEdit/Modifyyourform,clickontherelevanteditbutton
20)Readthe‘Declaration’andenterverificationcodebelowandclickonthe‘NextStep’tosubmityour
EnrolmentForm.
21)YouwillreceiveanAcknowledgementNo.
22) Notedownthe AcknowledgementNoortakeprintoutforfuturecorrespondence
b) NewVendor
1) Goto Then clickon the vendor login link
andproceedtotheVendorEnrolmentInstructionpage.
2) Select ‘New’ option, Factory and Area of Interest / Procurement Type (Materials, Components Services)youintendtoenrollfor.
3) ClickonTermsandConditionslinktoreadtheTermsandConditions.TicktheboxifyouagreetotheTermsandConditions.
4) ClicktheAcknowledgebuttontoproceedfurther
5) Fill Company Information required in the form like company name, TAN/PAN (For Indian VendoreitherTANorPANismandatory),registeredaddress,contactinformation,CEO/Proprietordetails,etc
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6) Pleasenotethattheemaildetailsfilledin,underthe‘CompanyInformation’sectionwillbethedefault
emailforallcommunicationswiththecompany
7) Inthe‘LoginDetails’sectionentervendorrepresentative’sname,emailcontact(whichwillbeusedfor login account and password related information) Login ID which will be used to login into theOFBeProcurementApplication.
8) CheckavailabilityofLoginID.IncasethisIDisnotavailableyouwillhavetocreateanotheroneandrepeatthesteptillyougetanavailableID
9) Clickon‘SelectCertificate’buttontoregisteryourdigitalcertificate.Certificatedetailswillbeshownonthepageafterregisteringthecertificate.
10)Clickonthe‘NextStep’toproceedtothenextpage–‘AreaofBusiness’
11)In case you want to abort the registration, click on the ‘Cancel’ button to go back to the ‘Vendor
EnrolmentInstruction’page
12)Enter the materials/items you intent to sale to the Ordnance Factory.Youcantypemultipleitems.
13)Enter Details of Current Products Services, Technical Collaborations (Foreign or Indigenous),MajorCustomersalongwithListofItemsSuppliedtoindividualCustomer
14)Clickonthe‘NextStep’andproceedtofillinthedetailsaboutyourCompanyProfile
15)ProvideyourCompanyTurnoverforthelast3year,Incaseyouhavebeeninbusinessforlessthan
3years,saysincetheprevious year,thenfortheprevious2yearsbefore that youcanputyourturnoveras0.
16)Fillintheotherinformationsuchas-detailsonthestrengthofyourworkforce,attachtherequisitedocumentsspecifiedabove,furnishashortparagraphthatbestdescribesyourcompany
17)Youcancheckallthefilledindetailsandifyouwanttomakechangesclickon“PreviousStep”
18)Clickonthe‘NextStep’andproceedtoview“FinalSubmission”.
19)ToEdit/Modifyyourform,clickontherelevanteditbutton.
20)Readthe‘Declaration’andenterverificationcodebelowandclickonthe‘NextStep’tosubmityour
EnrolmentForm
21)YouwillreceiveanAcknowledgementNo. NotedownAcknowledgementNoortakeprintoutfor all futurereferences.
c) ActivateLogin
1) After submitting Enrolment Form, you will receive Vendor Enrolment Acknowledgement email which containsyourEnrolmentReferenceNoandanActivationCode.
2) The mail will also contain a link for validating the vendor representative email that you haveprovidedduringenrolment.
3) ClickontheActivationlinkandenterthe EnrolmentReferenceNoandActivationCodetovalidateit.
4) OncetheActivationisdone,thedetailswillbeforwardedtoFactoryVendorApproverforenrolmentapproval.
5) YouwillreceiveEmailVerificationConfirmationstatingthatEnrolmentapprovalconfirmationemailwillbesentafterFactoryapproval.
6) AftertheFactoryVendorApproverchecksyourdetails,assignsyouritemcategoriesandapprovesyourenrolments,youwillgetOFBe-ProcurementPortalVendorEnrolmentstatingthesame.
7) ClickonthelinkprovidedintheOFBe-ProcurementPortalVendorEnrolmentemail.
8)EnteryourLoginIDtosetyourloginpasswordandregisteryourDigitalCertificate.
9) Click on Terms and Conditions link to read the Terms and Conditions. Click on ‘I accept’ if youagreetotheTermsandConditions.
10)Tologin,goto on‘Vendor Login’andput login ID,passwordand
‘VerificationCode’andclickonloginbutton
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11)A ‘Select Certificate’box to select your digital certificate will pop out. Select Certificate and press
OKtoproceed
12)You will be taken to your workplace where you can select from a number of activities on thenavigationcolumnonyourlefthandside–suchasupdateyourinformation,participateintenders,viewpastTransactionhistoryetc.
2) WorkingonOFBeProc Application
a) UpdateInformation
1) Afterloggingin,youcanupdateyourProfile,AreaofBusiness,etcinthe‘CompanyAdmin’Section
2) InEdit Profile, you can update your CompanyFax Number, Mobile Number. Updated
Documents(PANCard,BalanceSheet,etc)are tobeattached here
3) In case you want to sell any other material/item in the Ordnance Factory where you have been already approved in OFB eProc or in case of any other updation of details w.r.t your company in the same Ordnance Factory then ,downloadthe‘VendorProfile’Form(givenasalinkinthepage), take print out on your company’s letterheadandfaxittotheconcernedFactorywiththeupdatedDetails
4) In case you want to enroll for any other Ordnance Factory then intheAreaofBusiness,youcanapplyforenrolmenttoadditionalfactories,workareas.
b) BidSubmission
1) InWorkplace,clickon‘OpenTenders’under‘BusinessOpportunities’toviewalistofallpublished
NITs’
2) In case of a Limited Tender, you will get an email invitation for participation and only invitedvendors will be allowed to participate. Thiswillbevisible in ‘Limited Tenders’ under ‘BusinessOpportunities’
3) ForLimitedTender,youcanalsodeclineparticipation in the tenderstating reasonsas to why youdon’twanttoparticipate
4) IncaseofanOpenTender,onclickingonthetenderyouwanttoparticipatein,youwillbeableto
viewtheNITandallthetenderdetailsincludingthelistofitems(ifthereisnoTenderFeeforthe
Tender)
5) TosubmittheTenderFee,clickonthe‘Fee’tab
6) The fee details will appear in a table below – click on the icon in the ‘Action’ column, fill in andsubmitthedetails
7) Oncethe‘Status’column(intheFeepage)isupdated,youcanstarttendersubmission
8) Onlyonsubmissionoffees,anewtab–‘Response’-willbeactivated
9) IntheResponsepage,clickonthe‘Respond’buttontoreadtheInstructions.
10)Clickonthe‘NextStep’toviewandselecttheitemsyouwanttobidfor(thisselectionisapplicableforoptionalitemsandnotformandatoryitems)
11)Clickonthe‘BidSelectedItems’tomoveto‘EMD’Page.
12)Fill the EMD details and other required information. Currently Tender Fees and EMD will besubmitted offline and only the details will be entered during bid submission. Afterimplementingonlinepaymentintegration,youcanalsopayitonline.
13)Fillthedetailsrequiredandclickonthe‘NextStep’toenterGeneralDetailsandsubsequentlythe
TechnicalDetailsinthe‘GeneralConditions’‘TechnicalSpecifications’Sectionrespectively
14) Onclicking‘Save’itwillsignthedetailsenteredintheform.Atthisstageyourbidwillgetencrypted
15)Clickon‘NextStep’toenterthePriceBid
16)Onclicking‘Save’itwillsignthedetailsenteredintheform.Atthisstageyourbidwillgetencrypted
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17) Clickon‘NextStep’buttontouploadanyannexurerequiredbyOFBaspartoftechnicalandprice
bid(ifany).
18)Click on ‘Next Step’ button to view the complete bid preview. Verify all the filled details of thetender.
19)ToEdit/Modifyyourform,clickontherelevanteditbutton
20)Clickon‘Submit’buttontosubmitthetender.Youwillreceiveacknowledgementofthesubmittedtender.
21)Youcanalso save your responses andsubmitatalater date.Inthiscase your savedresponses will
appearinthe‘Responses’linkinWorkplace
22)You can cancel and resubmit your bid any number of times before the bid submission closingdate
23) Youcanalso regrettoparticipate in a tender,however,youmustspecifyyourreasonforregret
24) Youcanbookandresubmityourbidsanynumberoftimesbeforethebidsubmissionclosingdate
25) To resubmit / edit responses before tender closing date, click on the ‘Responses’ link under
Workplace
26) Toviewyoursubmission(afterbidsubmissionclosingdatehaspassed)clickonthe‘Transaction
History’linkunderWorkplace
27) AnyclarificationsthatOFBmayrequestfromyoubasedonyourbidsubmissionwillappearinthe
‘RequestforInformation’(RFI)under‘BusinessOpportunities’
28) All Pre-Qualifications, will be appear in the ‘Pre-Qualification’ Section under ‘Business
Opportunities’
29) LetterofIntentdetailswillappearunderWorkplace
30) PurchaseOrderdetailswillappearunderWorkplace
c) Others
1) You can view all Past Opportunities (for Tenders, Pre-Qualifications and RFIs) in the ‘Past
Opportunities’linkunderWorkplace
2) You can view details of previously submitted tenders in the ‘Transaction
History’linkunderWorkplace
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