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Para 5.2.7 - E-Procurement Deadlines | KartavyaDesk

Non-Consultancy Manual

Original Rule Text

g) The date and time of the e-procurement server clock, which is also displayed on the bidders' dashboard, shall be used as the reference time for deciding the closing time of bid submission. Bidders are advised to ensure they submit their bid within the deadline and time of bid submission, taking the server clock as a reference, failing which the portal shall not accept the Bids. No request on the account that the server clock was not showing the correct time and that a particular bidder could not submit their bid because of this shall be entertained. Failure or defects on the internet or heavy traffic at the server shall not be accepted as a reason for a complaint. The Procuring Entity shall not be responsible for any failure, malfunction or breakdown of the electronic system used during the eProcurement Process. h) The bidder should ensure the correctness of the bid before uploading and take a printout of the system-generated submission summary to confirm the successful bid upload. All bids uploaded by Bidder to the portal shall be automatically encrypted. The encrypted bid can only be decrypted/ opened by the authorised persons on or after the due date and time. i) Bidder must upload scanned copies of originals (or self-attested copies of originals – as specified). The bidder should ensure the clarity/ legibility of the scanned documents uploaded by him. The Procuring Entity reserves its right to call for verification of originals of all such self-certified documents from the Bidders at any stage of evaluation, especially from the successful Bidder(s) before the issue of Letter of Award (LoA). j) If so specified in the tender document, originals (or self-attested copies of originals – e.g., exemption/ proof of EMD (in the form of Bank Guarantee, DD etc.) or., as specified therein) of specified scanned, uploaded documents must be physically submitted before the deadline specified for it (before the bid submission deadline, if not so specified) sealed in double cover, and acknowledgement must be obtained before the bid submission deadline at the mentioned venue. Failure to do so is likely to result in the bid being rejected. If the office is closed on the deadline for the physical submission of originals, it shall stand extended to the next working day at the same time and venue. k) No manual Bids shall be made available or accepted for submission in eProcurement (except for originals of scanned copies as per sub-para above).

What This Means

Para 5.2.7 of the Manual for Procurement of Non-Consultancy Services outlines crucial guidelines for submitting bids through e-procurement. It emphasizes that the e-procurement server clock is the official timekeeper. Bidders must submit their bids before the deadline according to this clock. Excuses about incorrect server time, internet issues, or server traffic will not be accepted. This rule ensures fairness and transparency by establishing a single, reliable time source for all bidders. It affects all individuals and organizations participating in government tenders through electronic platforms.

The rule also stresses the importance of verifying bid correctness before uploading and keeping a record of the submission. All uploaded bids are automatically encrypted for security. Furthermore, bidders must upload clear scanned copies of original documents (or self-attested copies, if allowed). The procuring entity can request the original documents for verification, especially from the winning bidder, before awarding the contract. Finally, physical submission of specific documents (like EMD proof) might be required as specified in the tender, and manual bids are generally not accepted.

This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.

Key Points

  • •The e-procurement server clock is the official time for bid submission deadlines.
  • •Bidders are responsible for ensuring timely bid submission, regardless of internet issues or server traffic.
  • •Uploaded bids must be verified for correctness, and a submission summary should be retained.
  • •Clear scanned copies of original documents (or self-attested copies) must be uploaded.
  • •Physical submission of certain documents may be required as per the tender document.

Practical Example

M/s. ABC Enterprises is bidding for a cleaning services contract for the Ministry of Urban Development. The tender deadline is 3:00 PM as per the e-procurement server clock. Mr. Sharma, preparing the bid, notices his computer clock shows 3:02 PM. He immediately submits the bid using the e-procurement portal, relying on the server clock. He also ensures he has a printout of the submission summary. Later, the Ministry asks M/s. ABC Enterprises to submit the original Demand Draft for the Earnest Money Deposit (EMD) before a specified date. Mr. Sharma ensures this physical submission is done on time, obtaining an acknowledgement receipt. Had he relied on his computer clock and missed the 3:00 PM server deadline, his bid would have been rejected.

This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.

Frequently Asked Questions

What happens if my internet connection fails while submitting a bid?▼
The procuring entity is not responsible for internet failures. You are advised to submit your bid well before the deadline to avoid such issues.
Can I submit a manual bid if I face technical difficulties with the e-procurement portal?▼
Generally, no. Manual bids are not accepted in e-procurement, except for the physical submission of specified original documents as required by the tender.
What if the e-procurement server clock seems inaccurate?▼
The e-procurement server clock is the official time. No complaints regarding its accuracy will be entertained. Bidders should use this clock as the reference for submission deadlines.
What documents need to be physically submitted?▼
Only those documents specifically mentioned in the tender document, such as EMD proof, need to be physically submitted. The tender document will specify the deadline and procedure for physical submission.
What does 'self-attested copies of originals' mean?▼
It means you need to make a photocopy of the original document and sign it, stating that it is a true copy of the original. Ensure the signature and the text are clear in the scanned copy.

This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.

Test Your Knowledge

Question 1 of 3

According to Para 5.2.7 of the Manual for Procurement of Non-Consultancy Services, what time is considered the official reference for determining the closing time of bid submission in e-procurement?

Related Rules

Para 3.2Manual for Procurement of Non-Consultancy Services, 2025 - Para 3.2 - Chapter 3Para 4.1.1Manual for Procurement of Non-Consultancy Services, 2025 - Para 4.1.1 - Chapter 3Para 4.2.3Manual for Procurement of Non-Consultancy Services, 2025 - Para 4.2.3 - Chapter 3Para 4.4Manual for Procurement of Non-Consultancy Services, 2025 - Para 4.4 - Chapter 3Para 6.8Manual for Procurement of Non-Consultancy Services, 2025 - Para 6.8 - Chapter 6

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