Frequently Asked Questions From Potential Bidders

	1.		What is e-GP System? The Electronic Government Procurement (e-GP) System is developed as a web portal, from where and through which procuring agencies and entities will perform their procurement related activities, i.e. to publish Annual Procurement Plans, Invitation for Bid (IFB), Request for Proposal (RFP), Sealed Quotations (SQ), Bid/EOI/Proposals preparation, submission, Opening, Evaluation, Contract Award Notices, Contract management, Payments management, performance monitoring through Public Procurement Management Information System with Key Procurement Performance Indicators, and other procurement related information as required by the PPA and PPR along with subsequent amendments, using a dedicated secure web based application.
	2.		What is Dashboard? Dashboard is an interactive user interface for each users in e-GP System that organizes and presents information and links to the different relevant to role and authority, functions of e-GP system into a unified display in a way that is easy to access, track and transact.
	3.		Who are the Stakeholders/Actors of the e-GP System? The e-GP System shall support the following user categories for stakeholders/actors initially, and provides them the secured access to related functionalities of the e-GP system through dashboards: • e-GP System Administrators (PPMO and PE administrators). • Bidders/Contractors/Applicants/Consultants. • Procuring Agencies/Entities/ Public Entities. • Instrument (Fees and Security) Verifier (Registered Banks and branches). • Oversight Agencies (CIAA, NVC, OPMCM) • Development Partners. • Committees (opening/evaluation etc.). • Operation & Maintenance Support partners. • Approval authorities (Ministry/ Department) • General public for information related to public procurement in PPMIS • Media community for updates, announcements, news releases etc.
	4.		How to participate in the e-Procurement Opportunity? To participate in e-Procurement opportunity published on e-GP system, the bidders/consulting firms/individual consultants/Govt. owned enterprises need to go through a registration process. Only after the successful registration process, a bidder gets access to e-GP System Dashboard and e-GP functions for participating in e-Procurement Opportunities. Any fee stipulated in the bid document by Public Entities should be paid through registered banks.
	5.		What are the requirements in the registration process? Registration shall be done through a registration process starting from the online registration page of the e-GP System www.bolpatra.gov.np/egp followed by post verification from PPMO. The intended user must provide all required scanned /digital document/information and accept the terms and conditions of e-GP system use; and should be aware of the disclaimer and privacy policy of the e-GP System. The mandatory documents to be uploaded at the time of providing information are as follows:
	6.		What type of facility does a Bidder need for submission of bid, electronically? Registration shall be done through a registration process starting from the online registration page of the e-GP System www.bolpatra.gov.np/egp followed by post verification from PPMO. The intended user must provide all required scanned /digital document/information and accept the terms and conditions of e-GP system use; and should be aware of the disclaimer and privacy policy of the e-GP System. The mandatory documents to be uploaded at the time of providing information are as follows: A (1). For Bidders/Consulting firm (National): Scanned/PDF copy of, • Company Incorporation Certificate (in case of Company) OR Registration Document • Permanent Account Number (PAN)/ Value Added Tax (VAT) Registration Certificate • Board Resolution or Authorization letter from the Owner for the Bidders’ Organization A (2). For Bidders/Consulting Firm (International): Scanned/PDF copy of, • Company Incorporation Certificate (in case of Company) OR Registration Document • Permanent Account Number (PAN)/ Value Added Tax (VAT) Registration Certificate • Board Resolution or Authorization letter from the Owner for the Bidders’ Organization B. For Public Entities: Scanned/PDF copy of, • Authorization Letter for Authorized Person requesting Organization Registration and Admin User C. For Banks: Scanned/PDF copy of, • Authorization Letter for Authorized Person requesting Organization Registration and Admin User
	7.		Is there any fee for registration? As decided by the Government, users will not be charged and/or waived any specified amount of money for Registration
	8.		How the document fees and security shall be issued operated? A Class Commercial Banks and their branches are authorized and registered by PPMO. Revenue account holding A Class commercial Banks are responsible for collecting revenues for bid document fees and all A Class commercial banks are responsible for issuing Securities for e-GP. Banks and their branches get secured access to the e-GP system with their own dedicated and secured Dashboard and user credential.
	9.		How the bids submitted in the e-GP portal will be secured? Bid submitted by the bidder will be stored in e-GP database in encrypted form. Only the bid opening committee can get access to bid documents and identification of bidders only after specified bid opening date and time. Before the deadline opening committee members/ procuring entity/ e-GP administrator or bidders or any other user will not get to know the identity of the participating bidders and the content of the submitted bids.
	10.		How to pay Bid Security, Performance Security and Advance Payment Security? Bidder should prepare Bid Security, Performance Security and Advance Payment Security through e-GP registered A Class Commercial Banks either in the form of Cash or guarantees. Then the bidder should upload the guarantee document and update the e-GP System with transaction details. Banks and Branches will validate the transactions in e-GP System.
	11.		How to pay for bid documents? Bidders can download the bid document from the e-GP System uploaded by the Public Entity. Bidders must pay bid document fees determined by the PE (if applicable) in bid document through e-GP registered member banks and their branches network. Fees can be paid through cash and the bidder need to upload the receipt and update the e-GP System during bid submission for particular bid.
	12.		How the e-signature is generated and applied in the documents? All types of users after registering in the system use their user name and provide the secret password to access into the system. This password will be converted into irreversible Hash value (combination of alphabet and numbers generated through mathematical formula). Password will not be stored in the e-GP database, only the Hash value will be stored. As the Hash value is irreversible, password cannot be regenerated from stored Hash value. In case of uploading and submitting documents to e-GP System, each of the documents will be encrypted by the Hash value as equivalent as putting the signature of the user.
	13.		How the bid query is processed? Responses/clarifications of the queries relating to the bid should be posted by bidders via e-GP online channel through Dashboard before or during pre-bid meeting. Queries posted via Fax/Post/Email will not be entertained. Pre-bid meeting will be held online and clarification to the queries of the bidders and also responses will be shared through e-mail, and also Dashboard inbox of the bidders who purchased the documents for specific bid. Name of the bidders who participated in the electronic pre-bid meeting will not be shared with other bidders by the e-GP system and procuring entities.
	14.		How e-Bids submitted by the Bidders will be opened by the Bid Opening Committee? Opening committee members log into the e-GP System only after the expiry of the deadline of the bid submission. System will ask simultaneous login of at least two members from bid opening committee. Then e-GP System will automatically generate bid opening record (Muchulka) in approved tabular format detailing the name, address, contact details, quoted price (including if any applicable discounts), currency and information about bid withdrawals and modification, if any. Bidders may or may not physically present during the opening time. Opening committee forward the Bid opening record (Muchulka) with their comments, if any to the PE through e-GP System.
	15.		How Bids are evaluated in the e-GP System? Evaluation Committee members get access to e-GP system and bids, only after evaluation task has been assigned by the PE chief. The e-GP system automatically generates the comparison matrix of all the bids based on their quoted price & evaluation committee members need to perform several tests against evaluation criteria set during bid document preparation. System will generate the evaluation report with all necessary information, comparative charts & Evaluation Committee members’ comments & recommendations and forwards the compiled evaluation report electronically to the appropriate authority through the work flow set in the e-GP system for that particular bid.
	16.		How the contract is awarded in e-GP System? Once the evaluation report is approved by concerned authority, PE chief can generate the Letter of Intent (LOI) from the system addressing Lowest Evaluated Substantially Responsive Bidder (L1). It will be sent to L1 bidder and CC’ed to other participating bidders. If there is no complaint lodged within 7 days of issuance of LOI. PE chief will generate the Letter of Acceptance (LOA) from the system requesting L1 bidder to prepare Performance Security within specified time and come to sign the contract. L1 bidder will upload the performance security in the system. Once the performance security is verified by the bank. PE Chief will prepare the contract document, sign it and upload back into the system.
	17.		How the complaint is lodged by Aggrieved Bidders? After LOI is issued to L1 bidder and copied to other participating bidders, the aggrieved bidders can lodge the complaint from their dashboard to PE against evaluation decision mentioning the reason for lodging the complaint. It should be lodged within the stipulated time. PE will receive the email notifications about complaint and can view the complaint lodged by bidders in the system. PE Chief can take necessary action against lodged complaint either he/she can reject the complaint if it is not valid or can suspend the contract awarding process with appropriate reasoning. The aggrieved bidder can view the response made by PE against lodged complaint.
	18.		How to assign the project manager in contract execution? After Signing the contract, PE can nominate the registered PE users as project manager for particular contract. The assigned user will give his/her consent and forward to PE Chief. Once PE chief will approve the consent, assigned user will be appointed as project manager for particular contract. Any contract related correspondences will be routed through the project manager.
	19.		How will the contractor claim the bill? Contractor will create the Performa bill in the system based on physical progress made with respect to used bill of quantities items. Once the bill will be certified by PE chief, Contractor will raise the original Tax invoice for the certified payment certificate and submits to PE’s Account Section. This will be received in Account user’s Dashboard.
	20.		How the bill will be processed? Once the contractor submits the payment certificate to project manager. Project Manager will validate the claimed bill against physical progress made in the site. If found any gap will request contractor to make required corrections else will recommend to PE Chief for certifying payment certificate. PE Chief will certify the payment certificate and send to Account Section. Once PE chief will certify the payment certificate, contractor will process the Original Tax Invoice and submits to the Account Section. Account user will process the Tax invoice, make deductions as per Contract provisions and release the payment order to District Treasury Controller Office or appropriate payment releasing authority.